Policy Domestic Fee Payments and Refunds Procedure

Domestic Fee Payments and Refunds Procedure


Print Friendly and PDFPrint Friendly

Intent

To provide clear guidance, in accordance with the Student Fee Payments and Refunds Policy and the Higher Education Support Act 2003 [HESA], for Commonwealth supported and domestic tuition fee paying students for:

  • Subject fee liability and payment obligations;
  • Consequences of non-payment;
  • Withdrawal without financial penalty; and
  • Refunds.

Scope

This procedure supports the Student Fee Payments and Refunds Policy and covers processes regarding payment and refund of subject fees incurred by Commonwealth supported and domestic tuition fee paying students including those studying offshore with JCU Online.

This procedure does not cover subject fees incurred by international students, higher degree research students or those studying at JCU Singapore.

Definitions

Except where otherwise indicated in this procedure, the definitions used in this procedure are found in the Student Fee Payments and Refunds Policy or the Policy Glossary.

Final Notice: Notification, of the kind contemplated by clause 2.6, sent to students who have been identified as not having paid or made arrangements to pay their subject fees by the relevant census date.

Notice of Cancellation: Notification, of the kind contemplated by clause 3.1, sent to students whose enrolment will be cancelled due to non-payment of subject fees.

Subject: for the purpose of this procedure a subject is a discrete portion of a course, identified by a code, title and credit point value, including modules.

Procedure

1.   Review and Publication of fees

1.1   Domestic Tuition Fees and Student Contribution amounts are subject to annual review and approval by the Vice-Chancellor.

1.2   The Student Finance team will arrange publication of the approved schedule of student contribution amounts, domestic tuition fees and EFTSL values of subjects on the JCU website on or before the earliest enrolment date for those subjects for each calendar year, ensuring students have access to sufficient information to calculate their subject fees before enrolling.

2.   Payment of subject fees

2.1   Payment Due dates, as determined by the Director, Student Services, will be published in each year’s academic calendar and configured in the Student Management System to appear on student fee statements.

2.2   Students may access their fee statement electronically through eStudent once enrolled in subject/s.  Fee statements are not mailed to JCU students.

2.3   Students must pay their student contribution amounts or tuition fees in full, or make arrangements, if eligible, to defer part or full payment through the relevant Higher Education Loan Program – HECS-HELP or FEE-HELP by the Payment Due date.

2.4   Students will incur a HELP debt with the ATO if they are:

2.4.1.enrolled in a subject after the census date; and

2.4.2.are eligible for HECS-HELP or FEE-HELP; and

2.4.3.have submitted a valid HECS-HELP or FEE-HELP form including their valid Tax File Number (TFN); and

2.4.4.have not made a full up-front payment of their student contribution or tuition fee by the Census date.

2.5   A student who makes a false statement concerning their citizenship/residency status or with respect to the residency requirements to be eligible to defer payment through HELP, as prescribed by HESA, may have their enrolment cancelled. To avoid doubt, this is not regarded as Academic Misconduct with regard the Academic Misconduct Procedure.

2.6   Four working days after the Payment Due date for each study period a Student Finance Officer will email students a Final Notice requesting immediate payment, if the student has not:

2.6.1. paid their fee liability for the subject in full; or

2.6.2. if eligible, submitted a valid Commonwealth Assistance form including Tax File Number to defer payment; or

2.6.3. provided an Application Certificate if they have applied for a Tax File Number to extend by 21 days the date which a valid TFN must be received by the University to validate their Commonwealth Assistance form.

3.   Penalties for non-payment

3.1   One day after the Census date for each study period a Student Finance Officer will identify students who have not met their payment obligations (as outlined under clause 2.6) and issue a Notice of Cancellation to each student, respectively.

3.2   A student who is enrolled as a Commonwealth Supported student, and has been notified their enrolment will be cancelled due to non-payment of fees may request to continue their enrolment by:

3.2.1. Advising in writing within 21 days of the date of issuing the Notice of Cancellation their wish to be reinstated in the subject/s as a tuition fee paying student; and

3.2.2. Paying the tuition fee for the subject/s prior to reinstatement.

3.3   A student who is enrolled as a domestic tuition fee paying student, and has been notified their enrolment will be cancelled due to non-payment of fees may request to continue their enrolment by:

3.3.1. Advising in writing within 21 days of the date of issuing the Notice of Cancellation their wish to be reinstated in the subject/s as a tuition fee paying student; and

3.3.2. Paying a single reinstatement fee of $100 plus the tuition fee for the subject/s prior to reinstatement.

3.4   Students whose enrolment in a subject is reinstated after the census date are not eligible to submit a Request for FEE-HELP Assistance form to defer payment of the tuition fee.

4.   Withdrawal from subjects

4.1   For the purpose of calculating what, if any, penalty or refund applies to a student who decides not to proceed or continue with their studies, the date of withdrawal is either:

4.1.1. the date the student withdraws through eStudent, or

4.1.2. the date the student gives the University notice in writing of their intention to withdraw.

5.   Refunds for withdrawals prior to census

5.1   A student who withdraws from a subject or subjects before the census date may apply for a full refund of any upfront student contribution or tuition fee payments made. If no request is made the amount will remain as a credit balance on the student’s account for future study periods.

5.2   A Student Finance Officer will confirm the subject’s withdrawal was actioned and/or requested prior to the applicable census date and, where that was the case, issue the refund.

5.3   All refunds will be made in Australian dollars and following clearance of the original payment.

6.   Refunds for withdrawals after census

6.1   Subject to clause 6.2, a student who withdraws from a subject or subjects after the census date of the study period in which the subjects are enrolled will not be refunded any upfront payments or remitted any HELP debt.

6.2   A student may apply in writing for remission of HECS-HELP or FEE-HELP debt or refund of payments if special circumstances apply:

6.2.1. A Request for Withdrawal without Financial Penalty must be submitted to the Remission and Refund Officer, within 12 months of the date of withdrawal from the subject, or if the subject is not withdrawn, within 12 months of the end of the study period in which the student was enrolled in the subject.

6.2.2. A student is not eligible for a remission or refund if they have successfully completed the subject. A fail grade is not considered to be successful completion of the requirements of the subject.

6.2.3. The application must include a student statement and be accompanied by relevant supporting documentation to satisfy the Remission and Refund Officer that special circumstances, as defined by HESA, apply to the student that:

6.2.3.1. Are beyond the student’s control; and

6.2.3.2. Do not make their full impact on the student until on, or after, the census date for the subject; and

6.2.3.3. Make it impracticable for the student to complete the requirements for the subject during the study period in which the student undertook, or was to undertake, the subject.

6.2.4. Within eight weeks of the receipt of the application the Remission and Refund Officer will consider the application and notify the student in writing:

6.2.4.1. of the decision and the reasons for the decision; and

6.2.4.2. the student’s right for a review of the decision if the student is not satisfied with the outcome.

6.3   If approved, a Student Finance Officer will make arrangement for any FEE-HELP or HECS-HELP debt to be remitted and upfront payment refunded.

6.4   If not satisfied with the withdrawal without financial penalty decision the student may submit a written request for the decision to be reviewed by emailing the Review Officer, Director, Student Services.

6.4.1. Applications must be received within 28 days of the date of the notification of the original decision, outside this time limit the University is not obliged to reconsider the decision.  Reasons provided by the applicant for making a late application, and the amount of time that has expired, will be considered by the Review Officer, Director, Student Services, to decide whether to accept an out of time application.

6.4.2. The application must include a statement outlining the reasons for the request for review and relevant supporting documentation.

6.4.3. A Student Finance Officer will confirm to the student, in writing, the receipt of an application for review within 14 days of receipt.

6.4.4. A Student Finance Officer will notify the student in writing, within 28 days of receiving the application of:

6.4.4.1. The decision and reasons therefore; and

6.4.4.2. The student’s right of appeal to the Administrative Appeals Tribunal (AAT) and of the contact details and address of the nearest AAT registry.

7.   Exceptional Circumstances

7.1   The University may consider special cases where this procedure does not adequately encompass individual circumstances. Applications for special consideration must be received in writing and include supporting documentation, including a recommendation from the relevant College Dean. Applications are to be directed to the Director, Student Services in the first instance, with final decision made by the Deputy Vice Chancellor, Students.

8.   Refund of credit balance

8.1   A student may apply for refund of credit balance by submitting an online Application for Refund.

8.2   A Student Finance Officer will process the application as soon as practicable and advise the student after the refund application has been processed and finalised.

Related policy instruments

Student Fee Payments and Refunds Policy

Student Services and Amenities Fee Payments and Refunds Procedure

Student Academic Misconduct Requirements Policy

Higher Education Support Act 2003

Higher Education Provider Guidelines 2012

Schedules/Appendices

Schedule A: Student Payment and Fee Reversal Allocation

Administration

NOTE:  Printed copies of this procedure are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Policy Sponsor

Deputy Vice Chancellor, Students

Version no

19-1

Date for next Major Review

05/08/2022

Revision History

Version

Approval date

Implementation date

Details

Author

19-1

05/08/2019

06/08/2019

Procedure established in conjunction with establishment of the Student Fee Payments and Refunds Policy and disestablishment of the Domestic Tuition Fee Policy

Manager, Student Finance and Examinations

Keywords

student contribution, HELP, loan, refund, payment, remission, withdrawal