Policy International Tuition Fee Payment and Refund Procedure

International Tuition Fee Payment and Refund Procedure


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Intent

The purpose of this procedure is to support the Student Fee, Payments and Refunds Policy by detailing James Cook University’s (the University) management of Tuition Fees and Overseas Student Health Cover for international students.

Scope

This procedure applies to all international students studying at JCU Australia campuses including JCU Brisbane.

This procedure does not apply to students:

  • studying at JCU Singapore; or
  • postgraduate JCU Online courses – international students in these courses should refer to the Domestic Fee Payment and Refund 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 a portion of the Tuition Fees, 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 in the Student Contract.

Commencing Student - this is a student commencing a course with a new Student Contract who has not been admitted or enrolled in any JCU course in the previous Teaching Period.

Continuing Student - for the purpose of this procedure this is a student who is continuing their course enrolment (including enrolling in an end-on or embedded Honours year) in the same or different course from a 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 their Student Contract, during which the student can withdraw their acceptance.

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

Packaged Offer - a Packaged Offer is a sequence of 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.

Student Contract - the written agreement which is made between the University and the student upon the student accepting their Offer including the terms and conditions 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 Tuition fees for award coursework students are charged pro-rata of the annual course fee based on 24 credit points and outlined in the Student Contract.

1.2 Tuition fees for non-award coursework students including Study Abroad are charged per the tuition fee outlined in the Student Contract

1.3 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 the University’s discretion, be liable for the total fee for the course as quoted on their Student Contract.

1.4 The tuition fee liability incurred by students who commenced 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 is subject to increases throughout the duration of the course.

1.5 The tuition fee liability incurred by 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. Advance Payment

2.1 Students are required to pay an Advance Payment as detailed in their Student Contract.

2.2 The Advance Payment will include a portion of the Tuition Fees, a portion of the Student Services and Amenities Fee (SSA Fee) (as outlined in clause 2.4) and the full amount of any OSHC where the student has nominated for JCU to arrange OSHC on their behalf.

2.3 In accordance with the ESOS Act, the University 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 may 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.

2.4 The Tuition Fee and SSA Fee portion of the Advance Payment will be equivalent to:

Offer Type

Calculation Basis

Studying on a semester-based calendar

Twelve (12) credit points

Studying on a trimester-based calendar undertaking 9 credit points in first trimester

Nine (9) credits points

Studying on a trimester-based calendar undertaking 12 credit points in first trimester

Twelve (12) credit points

Studying a Graduate Certificate or Postgraduate Qualifying Program

Fifty percent (50%) of the annual fees.

Carousel-based calendar onshore in Australia

Twelve (12) credit points

3. Advance Payment Requirements

3.1 Full payment of the Advance Payment amount is required at the time of a student accepting their Student Contract.  The student must not be admitted into the course until the full Advance Payment has been received, unless clauses 3.2 or 3.3 apply.

3.2 Part payment of the Advance Payment will be approved under the following circumstances with the balance payable by the first Payment Due Date of the first Teaching Period/Trimester in which the student is enrolled. Commencing students:

3.2.1 eligible for funding under the US Federal Direct Loan program, who are enrolling into an eligible postgraduate course are granted a reduced Advance Payment of the Tuition Fee to a minimum of AUD$1000. Advance Payment of SSA Fees and OSHC (where applicable) is required in full.

3.2.2 under a Swedish, Norwegian, Danish, German, or Dutch government loan scheme granted as specified in the Student Contact a reduced Advance Payment of the Tuition Fee to a minimum of AUD$1000. Advance Payment of SSA Fees and OSHC (where applicable) is required in full.

3.2.3 under an agreement between the University and another institution which includes as specified in the Student Contract reduced Advance Payment terms of the Tuition Fee. Advance Payment of SSA Fees and OSHC (where applicable) is required in full.

3.3 The Manager, Student Finance and Scholarships may determine at their discretion that for strategically significant reasons, a Commencing Student may be granted a reduced Advance Payment of the Tuition Fee to a minimum of AUD$1000. Advance Payment of SSA Fees and OSHC (where applicable) is required in full.  Financial hardship is not deemed to be a strategically significant reason.

3.4 Commencing Students in their first Teaching Period/Trimester, under a current agreement between the University and another institution as part of the JCU Exchange Program are not required to pay an Advance Payment towards Tuition fees but are still required to pay the Advanced Payment of SSA Fees and OSHC (where applicable).

4. Payment of Fees for Continuing Students

4.1 To identify amounts payable for each study period, students who:

4.1.1 are not sponsored must access their Fee Statements electronically through eStudent once enrolled in subject/s.  Note: Fee Statements are not mailed to JCU students.

4.1.2 are sponsored are not required to access their Fee Statements, as they are sent directly to the sponsor by the Student Finance and Scholarships Team.

4.2 Students must make payment using the payment options listed in their Fee Statements by the Payment Due Date.

4.3 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.

5. Late Payment Fees

5.1 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.

5.2 Late Payment Fees imposed are in accordance with the approved Incidental & Administrative Fees.

5.3 If special circumstances exist a student may apply for a Late Payment Fee Waiver:

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

5.3.2 applications will be accepted up to Census Date of the relevant study period only;

5.3.3 independent documentary evidence per Appendix 1 Student Special Circumstances Supporting Documentation the application;

5.3.4 the application will be determined by the Manager, Student Finance and Scholarships and the student notified of the outcome within 5 University working days of receiving the late payment fee waiver request.

5.4 For the purposes of this procedure, Special circumstances are those that:

5.4.1 are short-term (a single study period); and

5.4.2 unforeseen (i.e., unexpected, unusual, uncommon, or abnormal) and beyond the student’s control to prevent or overcome; and

5.4.3 arise at a time to have a demonstrable impact on a student’s capacity to make payment

6. Deferments for Commencing Students

6.1 Where a student:

6.1.1 accepts a Student Contract for a deferred commencement of a course the University will retain the full Advanced Payment until the student commences study.

6.1.2 does not accept a Student Contract for a deferred commencement, any refund of the Advance Payment will be determined at the lapse date of the deferred offer.

6.2 Where a student takes an approved Leave of Absence in their first study period, the University will retain the full amount of the Advance Payment paid by the student as a credit balance until the student resumes study. The Manager, Student Finance and Scholarships may, at their discretion, determine that the credit balance be refunded to the student if there are Special Circumstances in accordance with clause 8.2.

6.3 In the event a student does not resume study after taking a Leave of Absence in their first study period any refund entitlement will be calculated in accordance with fee refunds and penalties in clause 8.

6.4 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. Campus Transfers for Continuing Students

7.1 A student studying at JCU Singapore who is approved to transfer to JCU Townsville or Cairns campuses is required to accept a new the Student Contract as an onshore international student with the Tuition fee liability updated to reflect the new commencement year and campus. No Advance Payment is required other than OSHC if applicable.

7.2 A students studying at JCU Singapore who is approved to transfer to JCU Brisbane campus is required to accept a new Student Contract as an onshore international student and pay an upfront Advance Payment with their acceptance.

7.3 A student who is approved to transfer between JCU Brisbane and JCU Townsville or Cairns campuses is required to accept a new Student Contract with the Tuition fee liability updated to reflect the new commencement year and campus and will be considered a Continuing Student.

7.4 A student who has completed a period of Intercampus Exchange 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. Refund Conditions for Commencing Students

8.1 The table below sets out the rules for refunds of Tuition Fees and SSA Fees paid by Commencing students who do not go on to successfully complete their first period of study. See clause 8.3 for refunds of OSHC.

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

Condition for refundPenaltyRefund payableAdditional requirements and notes
8.1.1 Withdrawal within Cooling Off PeriodNilFull amount receivedWritten 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 withdrawnNilFull amount receivedExcept in circumstances where clause 9.8 applies
8.1.3 The University is unable to provide the courseNilFull amount receivedMust 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.
8.1.4 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. NilFull amount receivedMust 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 who does not accept their deferred offer. AUD$1000Amount received, less AUD$1000Where the penalty is greater than the Advance Payment paid, a university debt will be levied and remain payable.
8.1.6 A Commencing Student is refused a student visa. NilFull 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 feeMust provide appropriate documentary evidence from the Government department managing student visas.
8.1.7 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. NilFull amount receivedMust withdraw application for a student visa and provide appropriate documentary evidence from the Government department managing student visas.
8.1.8 A Commencing Student with a registered sponsor withdraws prior to commencement date for the first Study Period in which they were to enrol. NilFull amount received

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

8.1.9 A Commencing Student does not have a release letter from current provider NilFull amount receivedVerification 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:

Condition for refundPenaltyRefund payableAdditional requirements and notes
8.1.10 Withdrawal 4 weeks or more prior to the commencement date listed on the Offer.AUD$1000Amount received, less AUD$1000Where the penalty is greater than the Advance Payment paid, a university debt will be levied and remain payable.
8.1.11 Withdrawal less than 4 weeks prior to the commencement date listed on the Offer.AUD$3000Amount received, less AUD$3000Where the penalty is greater than the Advance Payment paid, a university debt will be levied and remain payable.
8.1.12 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$5000Amount received, less AUD$5000

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

8.1.13 Withdrawal after the Census Date for the first Study Period in which a Commencing Student was, or was to be, enrolledTuition Fee amount for the subject/sNo 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.

8.1.14 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 enrolledNot applicableNo refundAny 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.
8.1.15 A Commencing Student who provides evidence of Special Circumstances as per clause 8.2.NilFull amount receivedRefund application must be received and approved by Student Finance.
8.1.16 A student in their first Study Period enrols in less than 12 or 9 credit points, as applicable for that student’s course.Not applicableNo refundAny credit balance arising due to under enrolment will be allocated to the fee associated with the student’s following teaching period.

8.2 Special Circumstances for Commencing Students are circumstances that:

8.2.1 are unforeseen (i.e., unexpected, unusual, uncommon, or abnormal) and beyond the student’s control to prevent or overcome; and

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 arise at a time to have a demonstrable impact on a student’s capacity to commence their course of study on the commencement date.

8.3 Refund conditions for OSHC:

8.3.1 if the student withdraws before the University has scheduled their OSHC, the student can apply to the University for a refund of their OSHC payment.

8.3.2 if the student withdraws from the University after their OSHC has been scheduled but have not yet arrived onshore, the University will cancel the policy with the OSHC provider, and the student can apply to the University for a refund of their OSHC payment.

8.3.3 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.

8.3.4 if a registered sponsor has paid OSHC on behalf of the student, refunds will be arranged directly with the sponsor by the University.

8.4 Refund conditions for Continuing Students

This table sets out the rules for refunds of Tuition Fees only, 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

Condition refundPenaltyRefund payableAdditional requirements and notes

8.4.1.A Continuing Student withdraws before the Census Dates.

Nil

Paid portion of the Tuition Fee of the subject

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 after the subject’s Census Date, and no Special Circumstances apply.

Tuition Fee amount for the subject/s

No refund

 

8.4.3.A Continuing Student withdraws from subjects after the Census Date due to Special Circumstances.

Nil

Paid portion of the Tuition Fee of the subject

Applications for refunds on the basis of Special Circumstances must be undertaken in accordance with the Special Circumstances Policy and Withdrawal without Financial and Academic Penalty Procedure.

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.

8.5 Applications for refunds for continuing students based on special circumstances must be undertaken in accordance with the Student Special Circumstances Policy and Withdrawal without Financial and Academic Penalty Procedure.

8.6 Where a student is studying a package of courses, and has paid an Advance Payment in respect of one or more Pathways Course, the student is not entitled to a refund of any part of any Advance Payment 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 8.1.

9. Application for Refund

9.1 To request a refund of any payments made a student who:

9.1.1 is continuing study must complete all sections of the Application for Refund, Early Withdrawal without Financial Penalty for International Students form;

9.1.2 is commencing study must complete the Course Withdrawal Form for International Students and attach all necessary supporting documentary evidence, provided in English.

9.2 The Manager, Student Finance and Scholarships shall determine refund applications.

9.3 Approved refunds will be issued to the student and paid to the bank account nominated by the student as part of the acceptance of their Student Contract unless in the application:

9.3.1 the student provides evidence as to why the bank account nominated in their acceptance of their Student Contract is no longer valid and nominates a new valid bank account; or

9.3.2 the student is registered with an approved sponsor who has paid the tuition fees on behalf of the student in which case the refund will be provided to the approved sponsor.

9.4 Refunds of U.S. Federal Aid funds will be determined by the University’s Financial Aid Administrator managed in accordance with the University’s Return to Title IV for US Federal Student Aid Procedure.

9.5 The refund amount is calculated after all outstanding debt owed by the student to the University and its associated entities have been paid,

9.6 Refunds will be paid in Australian Dollars, unless the nominated bank account will not accept Australian Dollars. In such circumstances Convera will convert the AUD entered by the University to the currency accepted by the beneficiary student’s or sponsor’s bank at the conversion rate on the day payment is made. The University is not liable for bank charges or exchange rate differences incurred when undertaking foreign currency exchange.

9.7 All refunds approved in accordance with this procedure will be processed and the student notified within 20 University working days of receipt of a fully completed and legible application.

9.8 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. Non-Payment of Fees

10.1 The Student Finance and Scholarship team will, after the Census Date of each Study Period, identify all students who have not met their payment obligations by the Payment Due Date and send an Overdue Notice to the student’s JCU email account.

10.2 The Overdue Notice will:

10.2.1 advise the student of the outstanding debt; and

10.2.2 including any debtor penalties imposed; and

10.2.3 possible cancellation of enrolment and cancellation of the Confirmation of Enrolment (CoE).

10.3 The Student Finance and Scholarship team will identify any student who remains a debtor following the Overdue Notice and send a Notice of Intention to Cancel Enrolment to the student’s JCU email account at least 20 University working days prior to the scheduled cancellation.

10.4 The Notice of Intention to Cancel Enrolment will advise the student of the date of the scheduled cancellation and the students formal review and appeal rights including that the student has 20 University working days to commence a formal review and appeal process as  per the Student Review and Appeal Policy and associated procedures.

10.5 The Student Finance and Scholarship team will advise the following areas of any Notice of Intention to Cancel Enrolment communications:

10.5.1 JCUA International students - Director, Marketing, Future Students and Admissions.

10.5.2 JCUB International students - Senior Manager – Operations JCUB.

10.6 After 20 University working days from the date of the Notice of Intention to Cancel Enrolment, if the student has not commenced a formal review and appeal process or has received an unsuccessful appeal outcome, and has no outstanding Withdrawal without Financial and Academic Penalty applications, the student:

10.6.1 will be withdrawn from their Course;

10.6.2 will remain liable for their debt to the University; and

10.6.3 the CoE will be cancelled and reported by the University to the Government department managing student visas.

10.7 The Student Finance and Scholarship team will send an Advice of Cancellation to cancelled students to confirm:

10.7.1 the student is no longer enrolled in their Course; and

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

10.7.3 the student will not be able to be admitted into any course at the University until they have paid all outstanding debts.. If the student applies for a new course an Advance Payment will also be payable.

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

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

11.1 Students who are granted a permanent resident status in Australia must submit written request for change of status with certified copies of evidence of residency to the Student Finance and Scholarships Team no later than the Census Date of enrolled subjects for which the change in fee type is to take effect.

11.2 Except for courses listed in clause 11.4 students who are granted permanent resident status before or after accepting their Offer or after commencing study in any course may be granted a place in the course as a Commonwealth supported student, or domestic tuition fee paying student if the course does not offer Commonwealth supported places

11.3 The effective date of a change to residency status is the date the request and full evidence of residency is received, not the date the permanent resident status was granted.

11.4 For students undertaking the Bachelor of Medicine/Bachelor of Surgery, Bachelor of Veterinary Science or Bachelor of Dental Surgery:

11.4.1 if granted permanent resident status before receiving or accepting their Offer of a 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.

11.4.2 If granted permanent resident status after accepting an Offer, or after commencing study may retain their place in the course and be made an Offer as a domestic tuition fee paying student under the following conditions:

11.4.2.1 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.

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

11.5 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.

Related policy instruments

Student Fee Payments and Refunds Policy

Student Services and Amenities Fee Payments and Refunds Procedure

US Federal Student Aid – SAP & 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 Domain

Student Matters

Policy Sponsor

Deputy Vice Chancellor, Education

Approval Authority

Deputy Vice Chancellor, Education

Date for next Major Review

01/01/2028

Revision History

Version

Approval date

Implementation date

Details

Author

22-1

15/12/2022

01/01/2023

Added definition of special circumstances for commencing students refunds and late payment fees (as differs to WWFP) and

Movement of some definitions/clauses regarding business rules to Student Fee Payments and Refunds Policy.

Removal of referencing to Review and Appeals as covered under policy.

Removal of WWFP clauses for withdrawals after census date as now covered in new Student Special Circumstances Policy and procedures.

Update to style, format, and language for consistency across the Student Fee Payments and Refunds Policy suite.

Manager, Student Finance and Scholarships

19-2

28/10/2019

04/11/2019

Amendment to 8.4.3 and 12.1 to clarify that, in exceptional circumstances, applications for refunds can be made outside the regular application period.

Time periods made consistent with Domestic Fee Payments and Refunds Procedure

Manager, Student Finance and Examinations

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

Contact person

Manager, Student Finance and Scholarships