Policy Student Services Student Fee Payments and Refunds Policy

Student Fee Payments and Refunds Policy


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Intent

To provide the requirements associated with student fee payments, allocation, student refunds, financial penalties and cancellations.

Principles

  • The University will comply with legislation and responsible financial management practices;
  • Financial interests of both students and the University will be respected and, wherever possible, protected; and
  • Student fee refunds will be conducted ethically, honestly and with fairness to all parties.

Scope

This policy applies to fees and charges imposed on JCU students at onshore campuses and students studying by distance delivery mode or from offshore, in accordance with the Higher Education Support Act 2003, the Education Services for Overseas Students Act 2000 (Commonwealth), National Code of Practice for Providers of Education and Training to Overseas Students 2018 and the Anti-Money Laundering and Counter-Terrorism Financing Act 2006.

This policy does not apply to students whose course location is JCU Singapore.

Definitions

Except where otherwise indicated in this policy, the definitions used in this policy are found in the Policy Glossary or the various Procedures related to this Policy.

CRICOS: The Commonwealth Register of Institutions and Courses for Overseas Students is a register of Australian education institutions and courses for the provision of teaching to overseas students studying onshore in Australia on a student visa.

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

HESA: Higher Education Support Act 2003.

National Code: National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students 2018.

Payment Due Date: the date on which payment of Student Contributions, Tuition Fees and Student Services and Amenities Fees must be paid in full if a student is not eligible and submitted a valid application to defer the fee through a Higher Education Loan Program (HELP).

Student Contribution: the subject fee paid by a Commonwealth supported student.

Student Services and Amenities (SSA) Fee: a fee paid by students to improve University support services and facilities to students both on and off campus.

Tuition Fees: the subject fee paid by students who are not Commonwealth supported, there are different tuition fees for domestic and international students.

Policy

  1. Student Contribution amounts, domestic and international Tuition Fees, Student Services and Amenities (SSA) fees and incidental fees are approved annually and published on the University website prior to the first enrolment for the calendar year, as prescribed by HESA, ESOS and the National Code.
  2. Student Contributions and Domestic Tuition fees will be charged, and refund of fees determined, in accordance with HESA and the Domestic Student Fee Payments and Refunds Procedure.
  3. International Tuition Fees are recorded on CRICOS and will be charged and assessed for refunds and penalties in accordance with ESOS, the National Code and the International Fee Payments and Refunds Procedure.
  4. Student Services and Amenities (SSA) Fee amounts will be determined, charged and assessed for refunds and penalties in accordance with HESA and the Student Services and Amenities Fee Procedure.
  5. The University will charge a compulsory SSA Fee to all James Cook University students other than exempt groups of students outlined in the Student Services and Amenities Fee Payments and Refunds Procedure.
  6. The University will set a Payment Due date prior to the Census date for each study period, as permitted under the provisions of HESA.
  7. Student fees and charges for a course or subject/s will be reviewed each year.  Students are required to agree, by way of the Student Contract, to pay the relevant annual tuition fee approved in each subsequent year of their course.
  8. Students are obliged to pay to the University, or if applicable ensure that payment is made to the University on their behalf, all fees and charges directly arising from their enrolment by the Payment Due Date.
  9. Payment of student fees and charges will include either:
    1. upfront payment;
    2. where eligible, deferred payment through the arrangement of a Commonwealth Government Higher Education Loan Program (HELP) in accordance with HESA; or
    3. an approved scholarship or sponsorship arrangement where applicable fees and charges are paid on the students behalf, in accordance with the Internal Sponsorship and Exemption Procedure; or
    4. an approved external sponsorship.
  10. The University will consider a payment extension in respect to international tuition fees in accordance with the International Tuition Fee Payments and Refunds Procedure.
  11. Consequences of non-payment of fees and student contribution amounts will result in one or all of the following:
    1. The imposition of additional fees or administrative charges;
    2. The imposition of sanctions restricting student access to services and academic results;
    3. Cancellation of enrolment; or
    4. Graduation refusal.

These will be applied in accordance with the FMPM 270-2 Accounts Receivable - Student Debtors - Penalties Policy  and International Tuition Fee Payments and Refunds ProcedureDomestic Fee Payments and Refunds Procedure  and/or Student Services and Amenities Fee Procedure..

  1. All refunds are paid to the student in Australian Dollars or approved currency as outlined in the International Tuition Fee Payments and Refunds Procedure.
  2. Payments and fee reversals where the student has other outstanding debts will be allocated in accordance with Schedule A: Student Payment and Fee Reversal Allocation.
  3. OS-HELP loans will be administered in accordance with HESA and the OS-HELP Loan Procedure.
  4. Any fees and charges incidental to the provision of a course or subject delivered by JCU Australia will be charged in accordance with the HESA, Chapter 7 of the Higher Education Provider Guidelines 2012 and the Incidental Fee Payments and Refunds Procedure.
  5. The University will monitor financial transactions made to a student’s University account. Should the University deem that a suspicious financial transaction has occurred, the University will pass on information about the suspicious financial transaction (including the student’s name and financial institution details) to the Australian Transaction Reports & Analysis Centre (AUSTRAC) in accordance with the Student Contract.
  6. Review of decisions will be undertaken in accordance with the relevant legislation - HESA, ESOS, and relevant procedure - International Fee Payments and Refunds Procedure, Domestic Fee Payments and Refunds Procedure, Student Services and Amenities Fee Procedure and/or OS-HELP Loans Procedure.
  7. Internal sponsorship or exemption of tuition fees will be granted under the circumstances outlined in HESA and the Internal Sponsorship and Exemption Procedure.

HESA only allows Universities to exempt international tuition fee students from being charged tuition fees in the following instances:

a) international research students who are recipients of competitive scholarships;

b) cotutelle research students; and

c) overseas students on exchange programs.

In all other instances, Universities must require students to be charged tuition fees.

  1. The University will consider special cases where this policy does not adequately encompass individual exceptional circumstances.  These requests must be made in writing to the Manager, Student Finance and Examinations with the final determination made by the Deputy Vice Chancellor, Students, in accordance with the Academic and Student Delegations Register.

Related policy instruments

Domestic Fee Payments and Refunds Procedure

Internal Sponsorship and Exemption Procedure

International Tuition Fee Payments and Refunds Procedure

Incidental Fees Procedure

Student Services and Amenities Fee Procedure

OS-HELP Loans Procedure

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

Schedules/Appendices

Schedule A: Student Payment and Fee Reversal Allocation

Related documents and legislation

Academic and Student Delegations Register (Staff only)

Anti-Money Laundering and Counter-Terrorism Financing Act 2006

Education Services for Overseas Students Act 2000 (Commonwealth)

Higher Education Provider Guidelines

Higher Education Support Act 2003

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

Administration

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

Approval Details

Policy Sponsor

Deputy Vice Chancellor, Students

Approval Authority

Academic Board

Date for next Major Review

29/04/2022

Revision History

Version

Approval date

Approval Authority

Implementation date

Details

Author

19-1

29/04/2019

Academic Board

06/08/2019

Policy established

Manager, Student Finance and Examinations

Contact person

Manager, Student Finance and Examinations

Keywords

Payment, refund, loan, scholarship, sponsor, penalty, financial, finance, census,