Policy International Tuition Fee Payment and Refund Procedure

International Tuition Fee Payment and Refund Procedure


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Intent

This procedure articulates the processes to be undertaken by JCU to meet the legislative and administrative requirements of the Student Fee Payments and Refunds Policy, Education Services for Overseas Students Act 2000 (Commonwealth), National Code of Practice for Providers of Education and Training to Overseas Students 2018 and relevant state government legislation. In particular the legislation states that the University must not only protect the financial interests of both intending and admitted overseas students, but also provide access to this procedure prior to entering into a contract.

Scope

This procedure applies to all international students studying at JCU in Australia, and international students studying courses by external delivery mode.

This procedure does not apply to students studying at JCU Singapore or studying offshore with JCU Online.

Fees and charges other than tuition fees, such as the Student Services and Amenities Fee are administered outside of this procedure.

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.

Advance Payment – is a compulsory payment incorporating the Commencement Deposit, Student Services and Amenities Fee, and, Overseas Student Health Cover (where applicable), required at the time of accepting a Student Contract and before a commencing international student can be admitted to their course.  The Advance Payment amount required is specified on the Student Contract.

Commencement Deposit - is the amount of pre-paid tuition fees that a student is required to pay as part of the acceptance of their Offer, as outlined on the Offer.

Commencing Student - for the purpose of this procedure, a student commencing a course with a new Student Contract who was not admitted or enrolled in any JCU course in the previous Teaching Period will be considered a Commencing Student.

Continuing Student - for the purpose of this procedure, a Continuing Student shall be a student who is continuing their course enrolment (including enrolling in an end-on or embedded Honours year) from the previous Teaching Period or a student who was enrolled in another course at JCU in the previous Teaching Period. Where a student is returning from an approved Leave of Absence the student will be considered a Continuing Student.

Cooling Off Period - the period of 10 university working days commencing on the date the student signed the acceptance and payment agreement, during which the student can withdraw their acceptance.

Course - an approved Higher Education Award of the University, consisting of a combination of subjects the successful completion of which, together with any credit transfers in accordance with the relevant requirements, will fulfil the prescribed requirements for that particular award.

For the purpose of this policy, a course shall also include an approved Exchange program, Study Abroad program, English Language Intensive Course for Overseas Students (ELICOS) program or Foundation Program.

ESOS: Education Services for Overseas Students Act 2000 (Commonwealth).

Intercampus Mobility – the period of study where a student remains admitted to their original JCU campus and undertakes part of their course at a JCU Campus overseas.

Offer – Written offer of a place in a course made by the University to eligible students.

Overseas Student Health Cover (OSHC) - is the mandatory health cover required for student visa holders.

Packaged Offer - a Packaged Offer is 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.

Pathways – are non-award courses that facilitate pathways into higher learning admission requirements, refer to current Pathway Courses.

Payment Due Date - is the date on which students must make payment of subject tuition fees in full. The Payment Due date for each subject within a study period is listed on the Fee Statement (Tax Invoice) available in eStudent and in the Calendar and Important Dates section of the Course and Subject Handbook.

Student Contract - the written agreement which is made between the University and the student upon the student accepting an Offer of a place and paying the Advance Payment.

Transfer - a transfer occurs when a student moves permanently to a different JCU campus or JCU course, and does not intend to return to their original campus or resume their original course.

Procedure

1.   Tuition Fee Liability

1.1   International tuition fees are set for each calendar year and are quoted either for the annual rate or indicative total course cost on the University website.

1.2   The tuition fee liability is calculated in proportion with the credit point enrolment for coursework and time-based study for research students.

1.3   Tuition fees for coursework students (other than those enrolled in a Study Abroad or Internship Program) are charged pro-rata of the annual course fee based on 24 credit points and outlined in the Student Contract.

1.4   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, at JCU’s reasonable / unfettered discretion, be liable for the total fee for the course as quoted on their Student Contract.

1.5   International Tuition fees are subject to annual review and approval by the Vice-Chancellor.

1.6   The tuition fee liability incurred by students who commence their course on or after 1 January 2017 will be the approved course fee for each year in which the student is enrolled.   The tuition fee may increase throughout the duration of the course.

1.7   The tuition fee liability incurred by Continuing Students who commenced their course prior to 1 January 2017 is subject to increase at a rate indexed annually based on the course fee for the year in which the student commenced studying.

2.   Commencement Deposit

2.1   A student is notified the exact amount of the Commencement Deposit in their Offer.

2.2   For students studying on a Semester-based calendar, the Commencement Deposit is payment equivalent to 12 credit points of study towards their course.

2.3   For students studying on a Trimester-based calendar, the Commencement Deposit is payment equivalent to 9 credit points of study towards their course.

In cases where the student will study 12 credit points in their first Trimester, the Commencement Deposit is payment equivalent to 12 credit points of study towards their course.

2.4   For students studying a Graduate Certificate or Postgraduate Qualifying Program, the Commencement Deposit is payment equivalent to one-half of the annual tuition fee.

2.5   For students studying on a Carousel-based calendar onshore in Australia the Commencement Deposit is payment equivalent to 12 credit points of study towards their course.

2.6   For students with a Packaged Offer including an ELICOS Course the Commencement Deposit payment is equivalent to 100% of ELICOS tuition fees( OR the maximum permitted under the ESOS Act for students with 30 week packages) AND payment equivalent to 12 credit points of study towards their first course in the package.

3.   Overseas Student Health Cover

3.1   If the University arranges the student’s OSHC, the student must pay the relevant OSHC premium, as stated on the Offer, to JCU as part of their Advance Payment.

4.   Advance Payment Requirements

4.1   Commencing Students with direct entry into a course or with a Packaged Offer must pay upfront the full required Advance Payment at the time of accepting the Offer, as outlined in their Student Contract.  The Admissions team will not admit the applicant to the course until the full Advanced Payment has been received, other than in the circumstances listed in clauses 4.2 and 4.3.

4.2   In the following specific circumstances part payment of the Commencement Deposit may be made to enable the student to be admitted to the course, with the student remaining liable for the balance of the Commencement Deposit. The balance of the Commencement Deposit must be paid by the Payment Due Date of the main study period of the first Teaching Period/Trimester in which the student is enrolled.

4.2.1. Commencing Students with sponsorship from an approved organisation:

4.2.1.1.Commencing Students eligible for funding under the US Federal Family Education Loan program who are enrolling into an eligible postgraduate course are required to pay a reduced Commencement Deposit of AUD$1,000 plus the remaining Advance Payment.

4.2.1.2.Commencing Students under a Swedish, Norwegian, Danish, German, or Dutch government loan scheme shall only be required to pay a reduced Commencement Deposit of AUD$1,000, plus the remaining Advance Payment.

4.2.1.3.In the case of Commencing Students under an internal sponsorship or scholarship agreement with the University which includes reduced Commencement Deposit terms, the reduced Commencement Deposit amount payable is as specified in the agreement and Student Contract plus the remaining Advance Payment.

4.2.2. In the case of Commencing Students under a current agreement between the University and another institution which includes reduced Commencement Deposit terms, the reduced Commencement Deposit amount payable is as specified in the agreement plus the remaining Advance Payment.

4.3   Where the Manager, Student Finance and Examinations so determines for strategically significant reasons, at their discretion, a Commencing Student may be granted a reduced Commencement Deposit to a minimum of AUD$1000.  Financial hardship is not deemed as a strategically significant reason.

4.4   Commencing Students under a current agreement between the University and another institution for the JCU Exchange Program are not required to pay a Commencement Deposit towards tuition fees.  However payment will be required for the Student Services and Amenities (SSA) Fee and OSHC (where applicable).

4.5   Under the ESOS Act providers must not require a student to pay more than 50% of the total tuition fees for the course before the student commences the course (or 100% for short courses of 24 weeks teaching or less). The University will accept more than 50% of the total tuition fees prior to commencement of a course if the student or student’s sponsor chooses to pay more.

5.   Payment of Continuing student fees

5.1   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.

5.2   Students may access their Fee Statements electronically through eStudent once enrolled in subject/s.  Note: Fee Statements are not mailed to JCU students.

5.3   Continuing Students must pay tuition fees in full by the applicable Payment Due Dates.

5.4   Students incur a tuition fee liability for all subjects in which they remain enrolled as at midnight (AEST) on the Census Date of the relevant Study Period.

5.5   Withdrawal from any subject(s) or course after the Census Date does not reduce the tuition fee liability due unless withdrawal without financial penalty is approved as per clause 12.

5.6   Where bank fees are deducted from any amount paid, the student must make additional payment to cover the bank fees so that the University receives the full tuition fee amount.

6.   Late Payment Fees

6.1   A Late Payment Fee will apply to tuition fee payments made after the Payment Due Date. This fee will be applied to the student account for the study period, not per subject.

6.2   Late Payment Fees imposed for payment of tuition fees made after the Payment Due Date are:

6.2.1.After the Payment Due Date, up to and including the Census Date - AUD$100;

6.2.2.After Census Date - AUD$200.

6.3   If exceptional and compassionate circumstances exist (refer clause 6.4) a student may apply for a Late Payment Fee Waiver:

6.3.1.applications for a late payment fee waiver must be sent via email to studentfinance@jcu.edu.au;

6.3.2.applications will be accepted up to Payment Due Date of the relevant study period only;

6.3.3.third party documentary evidence is required to support the application;

6.3.4.the application will be considered by the Team Leader, Student Finance and Fees and the student notified of the outcome within 5 University working days of receiving the late payment fee waiver request.

6.4   Exceptional and compassionate circumstances are those that:

6.4.1.were beyond the student’s control; and

6.4.2.made it impracticable for the student to make full payment of the tuition fees by Payment Due Date.

6.5   The student will continue to be considered and treated as a JCU student debtor in accordance with clause 13 of this procedure until the final balance is paid.

7.   Transfers and Deferments

7.1   Where a student is approved to defer the commencement of a course the University will retain the full Advanced Payment until the student commences study.

7.2   Where a student takes an approved Leave of Absence in their first study period, and is entitled to a remission of their tuition fee liability for that study period, the University will retain the full amount of the Commencement Deposit paid by the student as a credit balance until the student commences, continues in or resumes the course.  The Manager, Student Finance and Examinations may, at their discretion, determine that the credit balance be refunded to the student if there are Exceptional Circumstances in accordance with clause 8.2.

7.3   In the event the student does not commence, continue in or resume study in a course which is deferred in accordance with clause 7.1, any refund entitlement will be calculated in accordance with fee refunds and penalties in accordance with clause 11.

7.3.1 Students who have not accepted an Offer for deferred commencement will have their refund entitlement calculation determined under their original Student Contract that they accepted.

7.4   A student transferring campus will be considered as a Continuing Student for the purpose of assessing deposits and refunds.  The tuition fees will be charged at the approved rate for the year the campus transfer takes place.

7.5   An international student studying at an overseas JCU campus or study centre who is approved to transfer to JCU Townsville or Cairns campuses is required to accept the Offer as an onshore international student with the tuition fee liability updated to reflect the new commencement year and campus.

7.6   An international students studying at an overseas JCU campus or study centre who is approved to transfer to JCU Brisbane campus is required to accept the Offer as an onshore international student and pay an upfront Commencement Deposit with their Offer acceptance.

7.7   An international student who is approved to transfer between JCU Brisbane and JCU Townsville or Cairns campuses is required to accept a new Offer with the tuition fee liability updated to reflect the new commencement year and campus and will be considered a Continuing Student.

7.8   An international student who has completed a period of Intercampus Mobility then transfers from JCU Singapore to JCU Townsville or Cairns campus on a permanent basis will be required to pay a Campus Transfer Fee in accordance with the Outbound Mobility Procedure.

8.   Fee Refunds and Penalties

8.1   Commencing Students

This table sets out a summary of the University’s procedures on refunds of tuition fees paid by commencing international students who do not go on to successfully complete their first period of study.

In all cases, the date of withdrawal is taken as the date the student gives notice in writing of their intention to withdraw.  In all cases documentary evidence must be provided in English.

Commencing Students Fee Refunds and Penalties table

Reason for refund

Penalty

Refund payable

Additional requirements and notes

8.1.1 Withdrawal within Cooling Off Period

Nil

Full amount received

Written notification must be received within 10 University working days from the date on the signed acceptance document

8.1.2 An offer of enrolment is withdrawn

Nil

Full amount received

Except in circumstances where clause 9 applies

8.1.3 The University is unable to provide the course

Nil

Full amount received

 

8.1.4 A Commencing Student genuinely and diligently attempts but fails to meet any one of the enrolment conditions stated in their Student Contract requirements or where the student fails to meet English language requirements.

Nil

Full amount received

Must provide appropriate documentary evidence that demonstrates a genuine and diligent attempt to meet the conditions or requirements, including minimum attendance and participation requirements of the provider.

8.1.5 A Commencing Student is refused a student visa.

Nil

Full amount received less the lesser of the following amounts: 5% of the total amount of fees received before the date of withdrawal or AUD$500 administration fee

Must provide appropriate documentary evidence from the Government department managing student visas.

8.1.6 A Commencing Student has not received the outcome of their student visa application in time to commence either their original or first deferred commencement date.

Nil

Full amount received

Must withdraw application for a student visa and provide appropriate documentary evidence from the Government department managing student visas.

8.1.7 A Commencing Student with a registered sponsor withdraws prior to commencement date for the first Study Period in which they were to enrol.

Nil

Full amount received

Written notification must be received before the commencement date for the first Study Period in which they were to enrol.

8.1.8 A Commencing Student does not have a release letter from current provider

Nil

Full amount received

Verification from Admissions that the student is restricted from transferring provider.

After accepting their Offer, a Commencing Student is unable to undertake their intended course and notifies the University in writing of their intention to withdraw:

8.1.9 Withdrawal 4 weeks or more prior to the commencement date listed on the Offer.

AUD$1000

Amount received, less AUD$1000

Where the penalty is greater than the Advance Payment paid, a university debt will be levied and remain payable.

8.1.10 Withdrawal less than 4 weeks prior to the commencement date listed on the Offer.

AUD$3000

Amount received, less AUD$3000

Where the penalty is greater than the Advance Payment paid, a university debt will be levied and remain payable.

8.1.11 Withdrawal after the commencement date, but prior to the Census Date for the first Study Period in which the student was, or was to be, enrolled

AUD$5000

Amount received, less AUD$5000

Where the penalty is greater than the Advance Payment paid, a university debt will be levied and remain payable.

8.1.12 Withdrawal after the Census Date for the first Study Period in which a Commencing Student was, or was to be, enrolled

Tuition Fee amount for the subject/s

No refund

Where the penalty is greater than the deposit paid, a university debt will be levied and remain payable.

The student remains liable for any outstanding balance on their account.

8.1.13 Where a student remains admitted to their course but withdraws from a subject/s (but not all subjects) prior to the Census Date for the first Study Period in which a Commencing Student was enrolled

Not applicable

No refund

Any credit balance arising due to the student’s withdrawal from the subject/s will be allocated to the fee associated with the student’s following teaching period.

8.1.14 A Commencing Student who provides evidence of Exceptional Circumstances as per clause 8.2.

Nil

Full amount received

Refund application must be received and approved by Student Finance.

8.1.15 A student in their first Study Period enrols in less than 12 or 9 credit points, as applicable for that student’s course.

Not applicable

No refund

Any credit balance arising due to under enrolment will be allocated to the fee associated with the student’s following teaching period.

8.2   Exceptional Circumstances for Commencing Students are circumstances that:

8.2.1.were beyond the student’s control;

8.2.2.did not make their full impact until on or after the date the student signed their acceptance of Offer; and

8.2.3.made it impracticable for the student to commence their course of study on the commencement date.

8.3   If the student withdraws before the University has scheduled their OSHC the student can apply to JCU for a refund of their OSHC payment.  However if the student withdraws from the University after their OSHC has been scheduled but have not yet arrived onshore, the student can apply to JCU for a refund of their OSHC payment. If the student has arrived onshore and their OSHC has been scheduled, the student will need to contact the OSHC provider directly to apply for any refund that may be applicable. If a registered sponsor has paid OSHC on behalf of the student, refunds will be arranged directly with the sponsor.

8.4   Continuing Students

This table sets out a summary of the University’s procedure to refund tuition fees paid by Continuing Students who withdraw their enrolment from a subject. In all cases, the date of withdrawal is taken as the date the student gives notice in writing of their intention to withdraw.  In all cases documentary evidence must be provided in English.

Continuing Students Fee Refunds and Penalties table

Reason for refund

Penalty

Refund payable

Additional requirements and notes

8.4.1 A Continuing Student withdraws before the Census Dates.

Nil

Full amount received

Written notification must be received before the Census Dates for the subjects in which the student is enrolled.

8.4.2 A Continuing Student withdraws from subjects for whatever reason after the specified subject’s Census Date, where no Exceptional Circumstances apply as outlined in clause 8.5.

Tuition Fee amount for the subject/s

No refund

Written notification of withdrawal must be received.

8.4.3 A Continuing Student withdraws from subjects due to Exceptional Circumstances as outlined in clause 8.5 after the specified subject’s Census Date.

Nil

A full refund of the student’s tuition fee for the withdrawn subject/s

Applications for refunds on the basis of Exceptional Circumstances must be received within twelve months of the end date of the study period of the specified subject and shall be considered by the Team Leader, Student Finance and Fees

Documentary evidence of the Exceptional Circumstance must be provided with the application.

8.4.4 A Continuing Student who is granted permanent resident status in Australia.

Nil

Refund of surplus balance (if a credit balance remains)

Must provide documentary evidence of residency granted prior to the relevant Census Date.

8.4.5 Cancellation of a student’s visa for breach of a student visa condition, unless Exceptional Circumstances apply as outlined in clause 8.5.

Tuition Fee amount for the subject/s

No refund

Written notification of the visa cancellation and appropriate documentary evidence from the Government department managing student visas must be provided.

8.5   Exceptional Circumstances for Continuing Students are circumstances that:

8.5.1 were beyond the student’s control; and

8.5.2 did not make their full impact on the student until on, or after the Census Date; and

8.5.3 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.

8.6   Where a student is studying a package of courses, and has paid a Commencement Deposit in respect of one or more Pathways Course, the student is not entitled to a refund of any part of any Commencement Deposit unless the student is withdrawing from the University, in which case the refund for each Pathways Course will be calculated as set out in the table at clause 8.4.

9.   Fraudulent Documentation

9.1   No refund will be paid where there is evidence that an application for admission, a Student Contract, or an application for a refund has been made on the basis of fraudulent documents and or conduct.

10.  International applicants who are granted permanent resident status in Australia

10.1  A written request for change of status with certified copies of evidence of residency must be received by the Enrolment Compliance team no later than the Census Date of enrolled subjects for which the change in fee type is to take effect. The effective date of the change is the date the documentation is received, not the date the permanent resident status was granted.

10.2  International applicants for the Bachelor of Medicine/Bachelor of Surgery, Bachelor of Veterinary Science or Bachelor of Dental Surgery who are granted permanent resident status before receiving or accepting their Offer of an international tuition fee paying place are no longer eligible to accept the Offer for an international place and are required to reapply for a limited Commonwealth supported place.

10.3  International students who are granted permanent resident status after accepting an Offer, or after commencing study, in the Bachelor of Medicine/Bachelor of Surgery, Bachelor of Veterinary Science or Bachelor of Dental Surgery may retain their place in the course and be made an Offer as a domestic tuition fee paying student under the following conditions:

10.3.1 The student must pay a domestic tuition fee that is equivalent to an international tuition fee for a study load of 48 credit points commencing from the next Census Date.

10.3.2 After this period, if eligible the student may apply for a limited Commonwealth supported place.

10.4  International applicants and students who are granted permanent resident status, refer clause 10.1, before or after accepting their Offer or after commencing study in any course, other than those listed at clause 10.2 and 10.3, may retain their place in the course as a Commonwealth supported student, or domestic tuition fee paying student if the course does not offer Commonwealth supported places.

10.5  A student may apply for a refund of any surplus balance which will be processed after the Census Date of the enrolled subjects.  A student may consent to the excess payments remaining as credit towards future liabilities.

11.  Payment of Refunds

11.1  To request a refund of fees the student must:

11.1.1 complete all sections of the Application for Refund, Early Withdrawal without Financial Penalty for International Students form in legible handwriting or printing;

11.1.2 nominate the currency of the student’s home country; and

11.1.3 attach all necessary supporting documentary evidence, provided in English.

11.2 The Student Finance team shall assess and make determinations on refund applications.

11.3 Refunds will be issued to the student and paid to the bank account nominated by the student on the Application for Refund, Early Withdrawal without Financial Penalty for International Students form  unless:

11.3.1 the student provides a detailed advice to the Manager, Student Finance and Examinations as to why the original bank account nominated is no longer available and if the student requires the refund to be paid to another bank account; or

11.3.2 the student is registered with an approved sponsor which has paid the tuition fees on behalf of the student.

11.4  Where clauses 11.3.1 or 11.3.2 apply, the refund will be paid to the bank account nominated by the student or the approved sponsor (as the case may be).

11.5  Refunds of U.S. Federal Aid funds will be determined by the University’s Financial Aid Administrator and returned in accordance with U.S. Department of Education Regulations as detailed in the University’s U.S. Federal Aid Loans – Return to Title IV Policy.

11.6  The refund amount is calculated after all outstanding debt owed by the student to the University and its associated entities have been paid in accordance with Schedule A: Student Payments Allocation.

11.7  Refunds will be paid in Australian Dollars, unless the nominated bank account will not accept Australian Dollars. In such circumstances Western Union will convert the AUD entered by JCU to the currency accepted by the beneficiary’s bank at the conversion rate on the day payment is made.

11.8  The University is not liable for bank charges or exchange rate differences incurred when undertaking foreign currency exchange. Where a student’s visa application has been refused, the refund will be paid to the bank account nominated by the student on their Offer, unless the bank details are deemed no longer relevant. The refund will be processed within 20 University working days (4 weeks) of:

  • the date on which the student is withdrawn from the University; or
  • the agreed start date for the course in which the student does not commence, whichever is the earlier.

11.9  With the exception of clause 11.8, all refunds approved in accordance with this procedure will be processed and the student notified within 20 University working days (4 weeks) of the Student Finance team receiving a written application for refund. The University will not process applications that do not meet the requirements outlined in clause 11.1, including incomplete or illegible applications.

11.10 This procedure does not remove any right of a student to take further action under the Australian Consumer Law.

12.  Withdrawal without Financial Penalty

12.1  Applications for withdrawal without financial penalty on the basis of Exceptional Circumstances (refer clauses 8.2 and 8.5) must be received within twelve months of the end date of the study period of the specified subject.

12.2  To request withdrawal without financial penalty the student must:

12.2.1 complete all sections of the Application for Refund, Withdrawal without Financial Penalty for International Students form, and

12.2.2 attach all necessary supporting documentary evidence, provided in English.

12.3  Applications shall be considered by the Team Leader, Student Finance and Fees with notification of the decision and the right to request review of the decision (refer clause 15) sent to the student within 30 University working days of receipt of the application and full supporting documentation.

13.  Penalties for non-payment

13.1  In accordance with the Accounts Receivable - Student Debtors - Penalties Policy the University will impose the following penalties until the outstanding fee is fully paid:

13.1.1 withhold official notification of final results in any subject; or

13.1.2 refuse to graduate the student; or

13.1.3 refuse enrolment for a subsequent Study Period or Trimester.

13.2  After the Payment Due date for each study period, any student who has not met their payment obligations (as outlined in clauses 4.1 and 5.3) will be identified and a debtor sanction applied to the student’s record in the University’s Student Management System, until the debt is paid in full.

14.  Cancellation of Enrolment for Non-Payment of Tuition Fees

14.1  A Student Finance Officer will, after the Census Date of each Study Period, identify all international students who have not met their payment obligations by the Payment Due Date and send an Overdue Notice.

14.2  The Overdue Notice will advise the student of the outstanding debt including any debtor sanctions imposed, and the consequences of non-payment, namely cancellation of enrolment and cancellation of the Confirmation of Enrolment (CoE).

14.3  A Student Finance Officer will identify any international student who remains a debtor following the Overdue Notice and send a Notice of Cancellation of Enrolment. This notice will be sent a minimum 20 University working days prior to the scheduled cancellation.

14.4  The Notice of Cancellation will advise:

14.4.1 the student will be withdrawn from their Course;

14.4.2 the student will remain liable for the debt to the University;

14.4.3 the student’s CoE will be cancelled and reported by the University to the Government department managing student visas; and

14.4.4 the student has the right to request a review of the decision as per clause 15.

14.5  Forward advice of cancellations will be provided to:

14.5.1 JCUA international students - Pro Vice Chancellor, International;

14.5.2 JCUB International students - Senior Manager – Operations JCUB; and

14.5.3 JCUA and JCUB - Manager, Student Finance and Examinations.

14.6  The Student Finance team will withdraw students from their course unless they have a pending application for withdrawal without financial penalty, or a pending review of cancellation.

14.7  The Student Finance team will send an Advice of Cancellation to cancelled students to confirm:

14.7.1 the student is no longer enrolled in their Course;

14.7.2 the student’s CoE will be cancelled and reported by the University to the Government department managing student visas; and

14.7.3 should the student apply for another course at JCU they will be required to pay the outstanding debt and a Commencement Deposit for the new course.

14.8  Payments made after the Advice of Cancellation has been sent will be allocated to the outstanding debt for the withdrawn course.

14.9  To avoid doubt, the Rules pertaining to University Debtors as detailed in the Accounts Receivable - Student Debtors – Penalties Policy continue to apply to any debt owed by the student to the JCU.

15.  Review of decision

15.1  Where a student is not satisfied with a decision made under this Procedure, they have the right to request a review.

15.2  The grounds of the review are limited to new information that could not reasonably have been provided at the time of the original decision, and that would have affected the decision or any penalty imposed.

15.3  Requests for review must be submitted within:

15.3.1 20 University working days of receiving a Notice of Cancellation;

15.3.2 20 University working days of receiving a decision notice for an application of refund; or

15.3.3 30 University working days of receiving a decision notice for an application for withdrawal without financial penalty.

15.4  Requests for review must be made in writing to the Director, Student Services by emailing studentfinance@jcu.edu.au and provide supporting documentation provided in English.

15.5  The University will commence assessment of the review within 10 working days of it being requested and will notify the student of the outcome of the review within 20 University working days of receiving the request.

15.6  If the decision is upheld, the student will be withdrawn from the course on the date outlined on the Advice of Cancellation unless they have made payment of the outstanding debt.

15.7  Where the Director, Student Services has participated in the decision against which the student is requesting a review, the review will be considered, and a determination made, by the Deputy Vice Chancellor, Students.

15.8  If an international student is not satisfied with the outcome of the internal review process, they can access an external complaints body, the Queensland Ombudsman.

Related policy instruments

Student Fee Payments and Refunds Policy

Student Services and Amenities Fee Payments and Refunds Procedure

Other related documents and legislation

FMPM 270-2 Accounts Receivable - Student Debtors - Penalties Policy

U.S. Federal Aid Loans – Return to Title IV Policy

Education Services for Overseas Students Act 2000 (Commonwealth)

National Code of Practice for Providers of Education and Training to Overseas Students 2018

Student Services and Amenities Fee website

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 Tuition Fee Policy for International Students

Manager, Student Finance and Examinations

Keywords

visa, refusal, tuition, fees, refund, international, debtor