Incidental Fees Policy

Policy Student Services Incidental Fees Policy

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Intent

The intent of this policy is to ensure the University complies with the terms of the Higher Education Support Act (HESA) 2003 and Chapter 8 of the Higher Education Provider Guidelines, in relation to fees and charges for goods and services incidental to studies.

This policy is to be read in conjunction with the Incidental Fees Procedure.

Scope

This policy applies to all fees and charges levied on students for goods and services incidental to the provision of a course or subject delivered by JCU Australia. This policy does not apply to fees and charges related to a course or subject delivered by JCU Singapore.

Definitions

Definition of terms used in this policy are as per the ‘Glossary of Terms for Policies in the Student and Teaching & Course Management chapters’ of the Policy Library, with the following inclusions:

Incidental fees – Fees or charges associated with a course of study, as determined under Chapter 8 of the Higher Education Provider Guidelines. These may include compulsory course and subject costs (over and above Tuition Fees or Student Contributions), administrative charges and penalties.

Policy

Any fees and charges levied by JCU must comply with the Higher Education Support Act (HESA) 2003 and Chapter 8 of the Higher Education Provider Guidelines.

Students generally must be able to complete the requirements of their course of study without the imposition of fees that are additional to student contribution amounts or tuition fees.

Approval of Incidental Fees

The Officers responsible for the approval of Incidental Fees are as follows:

  • Subject costs (other than Field Trips):

  • College Deans are responsible for ensuring that fees charged for incidental subject costs other than Field Trips and Administrative Charges and Penalties, are allowable in accordance with this policy.

  • Field Trips:

  • College Deans are responsible for ensuring that fees charged for field trips are allowable in accordance with this policy and, if participation in the field trip is a compulsory element of the subject, recover for the cost of the provision of food, transport and accommodation only.

  • Course costs:

  • Course Coordinators are responsible for ensuring that fees charged for incidental course costs (that is, costs associated with a course, rather than an individual subject), other than Administrative Charges or Penalties, are allowable in accordance with this policy.

  • Administrative Charges and Penalties:

  • All administrative charges and penalties must be submitted to the Student Fees and Charges Advisory Committee for consideration and recommendation to the Vice-Chancellor for approval.

The respective managers of JCU receipting locations are responsible for checking that fees and charges receipted through the respective receipting location are allowable in accordance with this policy. Schedule A of this policy identifies the receipting locations and shall be updated by the Director, Student Services as required.

Publication of Incidental Fees

Incidental Fees must be published in a timely manner and be accessible by both prospective and current students.

  • College Deans are responsible for ensuring that information is published as follows:

    • an estimate of charges relating to field trips and essential subject costs is included in the subject outline; and

    • the maximum cost for each of food, transport and accommodation for field trips is notified to students by the census date for the subject.

  • Course Coordinators are responsible for ensuring students are notified of any essential costs associated with their course, rather than individual subjects.

  • The Director, Student Services, is responsible for ensuring all approved administrative charges and penalties approved under this policy are published on the JCU web site.

Audit

The Director, Student Services, is responsible for ensuring the conduct of an annual audit of Incidental Fees to confirm compliance with this policy. This report will be submitted to the Student Fees and Charges Advisory Committee for noting.

Right to Review

In accordance with the Student Complaint Management Policy and Procedures, students who consider that they have been charged a fee for a course or subject contrary to University policy or the Higher Education Support Act 2003 should, in the first instance, endeavour to resolve the matter informally through discussion with a relevant staff member or through the Manager, Enrolments and Fees. If the matter cannot be resolved informally, a student may make a formal complaint under the Student Complaint Management Policy and Procedures, for which the Responsible Officer will be the Director, Student Services.

Schedules/Appendices

Schedule A – Receipting Locations for Incidental Fees

Related documents and legislation

Incidental Fees Procedure

Higher Education Support Act (HESA) 2003

Higher Education Provider Guidelines

Administrative Information for Higher Education Providers: Student Support

Student Complaint Management Policy and Procedures

Approval Details

Policy sponsor:

Deputy Vice Chancellor, Academic

Approval authority:

Academic Board

Approval date:

24/06/2015

Version no:

15-1

Date for next review:

21/07/2017

Modification History

Version

Revision date

Description of changes

Author

15-1

22/06/2015

Policy sponsor and approval authority amended to reflect approved policy framework

QSP

Version no.

Approval date

Implementation date

Details

14-1

21/07/2014

30/07/2014

Discussed at 14-2 meeting of the Student Fees and Charges Advisory Committee 26/06/2014 and approved by the Vice Chancellor 21/07/2014. Replaces Fees for the Provision of Course and Subject Related Goods and Services (Incidental Fees) Policy.


Schedule A

Receipting Locations for Incidental Fees:

Receipting Location

Manager

Student Centre, Cairns Campus

Manager, Student Enquiries and Cairns Student Centre, Student Services

Student Centre, Townsville Campus

Manager, Student Enquiries and Cairns Student Centre, Student Services

JCU Bookshop, Townsville Campus

Manager, Bookshop, JCU Bookshop

JCU Brisbane Reception, 349 Queen Street

Manager, Student Concierge Service

There are no related procedures.

There are no other related documents.