Policy Student Services and Amenities Fee Payments and Refunds Procedure

Student Services and Amenities Fee Payments and Refunds Procedure


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Intent

This procedure outlines requirements for determining the Student Services and Amenities Fee (SSA Fee) amounts, payment requirements including the dates by which payment of the SSA Fee is required and debt management, in accordance with the Higher Education Support Act (2003).

Scope

This procedure applies to all students of the University other than exempt groups of students as determined by the Student Fee Payments and Refunds Policy.

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.

Payment Due Date: The Payment Due Date is the date on which payment of SSA Fees must be paid in full if a student is not eligible to defer the Fee to SA-HELP.

SA-HELP: A loan scheme to help eligible students (refer to Study Assist - SA-HELP) enrolled in award courses to pay their SSA Fee.

Procedure

1.   Determining the SSA Fee

1.1   The maximum SSA Fee charged by the University will be the maximum prescribed in the Higher Education Support Act 2003 (the Act), as advised by the relevant government department responsible for education.

1.2   The SSA Fee payable by each student, other than students on an inbound Study Abroad Program (refer clause 1.4), will be calculated on the basis of subject enrolment load in a calendar year, with the maximum fee being applied when the annual enrolment load exceeds 0.75 EFTSL (equivalent full-time study load).

1.3   The SSA Fee per 3 credit points (0.125 EFTSL) will be calculated as 75% of the maximum full time amount divided by 5 (eg: 2017 fee is (0.75 x $294) ÷ 5 = $44.10 per 3 credit points).

1.4   The SSA Fee payable by students on an inbound Study Abroad Program will be calculated as:

1.4.1 100% of the maximum permissible amount for the calendar year in which the student commenced, for students on a 12 month Study Abroad Program; and

1.4.2 50% of the maximum permissible amount per calendar for students on a 6 month Study Abroad Program.

1.5   The SSA Fee is compulsory to all James Cook University students other than the following exempt groups of students:

1.5.1.Secondary school students participating in the enhanced study program;

1.5.2.Students on outbound exchange with universities external to JCU;

1.5.3.Students admitted to JCU’s English for Academic Purposes courses and Foundation Program courses;

1.5.4.International students who are continuing in a course of study which they commenced prior to 1 January 2013;

1.5.5.Students whose home campus is Singapore and who are undertaking Intercampus Mobility on an Australian campus in accordance with the Outbound Mobility Procedure;

1.5.6.Students who are admitted to a course where their campus is JCU Online; and

1.5.7.Students approved to have special cases where this policy does not adequately encompass individual circumstances as determined by the Manager, Student Finance and Examinations in accordance with the Student Services and Amenities Fee Procedure.

1.6   The Student Finance team will ensure the schedule of SSA Fees is published to the University website before the first enrolment date for each academic year.

2.   Payment of SSA Fee

2.1   Students are required, by the Census Date for each study period and/or trimester, to:

2.1.1.have paid their SSA Fee liability in full by the Payment Due Date; or

2.1.2.if eligible for SA-HELP (Higher Education Loan Program), have undertaken the appropriate steps, in accordance with the Higher Education Support Act 2003, to defer payment of the SSA Fee through the Government’s SA-HELP assistance.

2.2   Failure by a student to comply with clause 2.1 will result in penalties outlined in clause 5.

3.   SSA Fee debt management

3.1   After the Census Date for each Study Period (including Trimesters and the Carousel Calendar) Student Finance will identify all students who have not paid or arranged deferral of their SSA Fee and apply a sanction in the Student Management System.

3.2   Students who are eligible for SA-HELP and have completed the appropriate steps, in accordance with the Higher Education Support Act 2003, to defer payment of tuition fees through the Government’s SA-HELP program, and who have not made a full up-front payment of their SSA Fee by the Census Date, will incur a SA-HELP debt if enrolled in a subject after the Census Date.

3.3   If a student is permitted to enrol in a subject after the relevant Census Date for that subject, the student will be liable for the applicable SSA Fee at the time of enrolment in that subject.

3.4   If a student withdraws from a subject after the relevant Census Date for that subject, the student will remain liable for the applicable SSA Fee.

4.   SSA Fee Refunds

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.

4.2   A refund of the SSA Fee will be paid only when:

4.2.1 a coursework student withdraws from a subject/s prior to the applicable Census Date;

4.2.2 a Higher Degree by Research student commences and withdraws prior to the applicable Census Date , within the same research period;

4.2.3.the University withdraws a student’s enrolment after the Census Date due to circumstances initiated by the University.

4.3   Refunds or remission of SA-HELP debt will not be made after the applicable Census Date.

4.4   All applications for a refund of fees must be submitted on the appropriate application form to the Manager, Student Finance and Examinations.

5.   Penalties for Non-Payment

5.1   The Student Finance team will identify any student who has not paid or deferred in accordance with clause 2.1 of this procedure and apply a student debtor sanction on the Student Management System until that fee is paid in full.

5.2   Penalties will apply in accordance with the Student Debtors – Penalties Policy.

6.   Exceptional Circumstances

6.1   Where a student considers they have a special case where the policy does not adequately encompass individual circumstances they may apply for exemption from payment of the SSA Fee.

6.2   Applications for special consideration must be received in writing prior to the Census Date of the relevant study period, directed to the Manager, Student Finance and Examinations, and include supporting documentation.

6.3   The Manager, Student Finance and Examinations, will make a decision on the application and notify the student of the outcome within 10 University working days of receiving the request.

7.   Review of decision

7.1   Where a student is not satisfied with a decision made in relation to clause 6.3, they have the right to request a review.

7.2   The grounds for requesting a 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.

7.3   Review requests must be submitted within 20 University working days of receiving notification of the decision in relation to clause 6.3.

7.4   Requests for review must be made in writing to the Director, Student Services and provide supporting documentation, written in English.

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

7.6   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.

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

7.7.1 The decision and reasons therefore; and

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

8.   Determination of expenditure of proceeds from the SSA Fee

8.1   Proceeds from the SSA Fee may only be spent by the University on activities and facilities that comply with the stipulations of the Higher Education Support Act 2003.

8.2   Each year the Chair of JCU’s Student Services and Amenities Fee Income Allocation Working Group or nominee will consult with JCU student representatives, through the JCU Student Association Council regarding priorities for expenditure of the proceeds of the SSA Fee income.

8.3   The broader student body will be consulted in accordance with the Student Consultation Process.

8.4   JCU’s Student Services and Amenities Fee Income Allocation Working Group will consider this feedback and will make recommendations to the Vice Chancellor on the expenditure of the proceeds from the SSA Fee each year.

8.5   The Vice Chancellor will approve the annual expenditure plan of SSA Fee proceeds, having regard to the recommendation of the JCU Student Services and Amenities Fee Income Allocation Working Group.

Related policy instruments

Student Fee Payments and Refunds Policy

Other related documents and legislation

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

Higher Education Support Act 2003

Higher Education Provider Guidelines 2012

Student Consultation Process

Student Services and Amenities Fee website

Student Services, Amenities, Representation and Advocacy Guidelines

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

05/0/2022

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 OS-HELP Loans Policy

Manager, Student Finance and Examinations

Keywords

SSA, SSAF, amenities, HELP, refund, payment, loan