Student Services and Amenities Fee Policy

Policy Student Services Student Services and Amenities Fee Policy

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Intent

This policy determines the amount of the Student Services and Amenities Fee (SSA Fee), the student groups required to pay the Fee, and the dates by which payment of the SSA Fee is required, in accordance with the Higher Education Support Act (2003).

Scope

This policy applies to all students of the University.

Definitions

Definition of terms used in this policy are as per the Policy Glossary, with the following inclusions:

Deferrable Date

The deferrable date for the SSA Fee is the date on which a student who is eligible to defer the Fee via SA-HELP must have undertaken the appropriate steps to enable the Fee to be deferred.   The deferrable date is set as the equivalent of the census date for each study period and trimester.

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 (Australian citizens or permanent humanitarian visa holders resident in Australia) enrolled in award courses to pay their SSA Fee.

Policy and Procedures

1. Determining the SSA Fee

The University will charge a compulsory SSA Fee to all James Cook University students other than the following exempt groups of students:

a) Students who are admitted to a course at either Beijing University of Technology or Republic of the Fiji Islands represented by the Fiji Ministry of Health;

b) Secondary school students participating in the enhanced study program;

c) Students on outbound exchange with universities external to JCU;

d) Students admitted to JCU’s English for Academic Purposes course;

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

f) Students whose home campus is Singapore and who are participating in the Intercampus Mobility Program on an Australian campus;

g) Students who are admitted to a course where their campus is JCU Online; and

h) Other student/s as determined in clause 5.

2. Amount and Date Payable of SSA Fee

2.1 The maximum SSA Fee charged by the University will be the maximum prescribed in the Higher Education Support Act 2003 (the Act), which is detailed in Schedule A of this policy. Schedule A shall be updated by the Director, Student Services each year.

2.2 The SSA Fee payable by each student, other than students on an inbound Study Abroad Program (refer clause 2.2.2), will be calculated on the basis of subject enrolment load in a calendar year, with the maximum Fee applied at an annual enrolment load greater than 75% of one EFTSL (equivalent full-time study load).

2.2.1 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: 2012 fee is (0.75 x $263) ÷ 5 = $39.45 per 3 credit points)

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

i) 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

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

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

a) 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; or

b) have paid their SSA Fee liability in full by the Payment Due Date.

Failure to do so will result in penalties outlined in section 4 below.

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 Deferrable Date, will incur a SA-HELP debt if enrolled in a subject after the Deferrable Date.

2.4 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.

2.5 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.

3. SSA Fee Refunds

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

a)  a coursework student withdraws from a subject/s prior to the applicable census date;

b)  a Higher Degree by Research student commences and withdraws prior to the applicable census date, within the same research period;

c)  the University withdraws a student’s enrolment after census due to circumstances initiated by the University.

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

3.3 All applications for a refund of fees must be submitted on the appropriate application form to the Manager, Enrolments and Fees.

4. Penalties for Non-Payment

Any student who, by the Payment Due Date, has not:

a)  if eligible for SA-HELP, undertaken the appropriate steps, in accordance with the Higher Education Support Act 2003, to defer payment of SSA Fees through the Government’s SA-HELP assistance; or

b)  paid their SSA Fee liability for the subject in full,

will be identified as a student debtor until that fee is paid in full. The Student Debtors – Penalties Policy will apply.

5. Exceptional Circumstances

The University may consider special cases where this policy does not adequately encompass individual circumstances. Applications for special consideration must be received in writing and include supporting documentation.  Applications for special consideration must be directed to the Manager, Enrolments and Fees who will make a decision on the application.

6. Appeals

Where a student is not satisfied with a decision made in relation to this policy, they have the right to lodge an appeal. Appeals must be made within 20 business days of receiving notification of the decision, and must be made in writing to the Director, Student Services. The University will normally notify the student of the outcome of an Appeal within 20 business days of receiving the request. Where the Director, Student Services has participated in the decision against which the student is appealing, the appeal will be considered, and a determination made, by the Deputy Vice Chancellor (Academic).

7.  Expenditure of proceeds from the SSA Fee

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

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. Biennially, the broader student body is consulted by way of a survey. 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.  The Vice Chancellor will approve the annual expenditure plan of SSA Fee proceeds, on the recommendation of the JCU Student Services and Amenities Fee Income Allocation Working Group.

Schedule A – Schedule of SSA Fee Amounts

Year

Maximum Permissible Amount per Calendar Year

Maximum Permissible Amount per Calendar Year

Amount per 3 credit points (0.125 EFTSL)

 

Full-Time

Part - Time

 

2017

$294.00

$220.50

$44.10

2016

$290.00

$217.50

$43.50

2015

$286.00

$214.50

$42.90

2014

$281.00

$210.75

$42.15

2013

$273.00

$204.75

$40.95

2012

$263.00

$197.25

$39.45

Related documents, legislation or JCU Statutes

Higher Education Support Act 2003 and its associated Guidelines

Administrative Guidelines

Student Services, Amenities, Representation and Advocacy Guidelines

Student Debtors – Penalties Policy

Student Consultation Process

Approval Details

Policy Sponsor:

Deputy Vice Chancellor, Academic

Approval Authority:

Academic Board

Date for next review:

6/08/2018

Modification History

Version

Approval date

Implementation date

Details

Author

17-2

30/06/2017

14/07/2017

Amendment to section 1 to exempt students where their campus is JCU Online from paying the SSA fee as per recommendation from SFACAC (1/17)

Online Marketing Manager

17-1

8/12/2016

27/01/2017

Amendment to section 7. Expenditure of Proceeds from SSA Fee to reflect amendments to Student Consultation Process as approved by Council (9/16) meeting on 8 December 2016.

DVC Academic

16-1

25/07/2016

27/07/2016

Minor amendment - Schedule A – Schedule of SSA Fee Amounts - updated to reflect the 2017 indexed rates.

Quality, Standards and Policy Office

15-3

12/08/2015

21/08/2015

Amendment to section d. Clause 1 to remove reference to JCU’s Pathway College as it no longer exists. Addition of JCU’s English for Academic Purposes course at section d.

Vice Chancellor endorsed 6/08/2015; Academic Board approved 12/08/2015

Manager Enrolments and Fees

15-2

30/07/2015

30/07/2015

2016 SSA fees added to Schedule A within this policy as requested and approved by Acting Director, Student Services in accordance with Clause 2.1 of this Policy.

Acting Director, Student Services

15-1

24/06/2015

25/06/2015

Policy sponsor and approval authority amended to reflect approved Policy Framework

Quality, Standards and Policy Office

14-2

21/07/2014

28/07/2014

Amended to nominate the Manager, Enrolment & Fees as the officer to consider requests for special circumstances under this policy and introduce an avenue for students to appeal the decision, which will be considered by the Director, Student Services. 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.

 

14-1

6/06/2014

10/06/2014

Schedule A amended in line with Australian Government’s confirmed fees for 2015

 

13-2

30/09/2013

15/10/2013

Recommendation from the Student Fees and Charges Advisory Committee meeting 12/09/2013 to amend the policy, was approved by the Vice Chancellor on 30/09/2013.

 

13-1

18/06/2013

19/06/2013

Approved by Director, Student and Academic Services – amendment to Schedule A to reflect the new maximum Student Services Amenities Fee for 2014, recently confirmed by the Australian Government.

 

12-4

23/04/13

6/05/13

Amendment – addition of (f) in Clause 1 of Policy and Procedures approved by the Vice Chancellor.

 

12-3

18/10/12

8/11/12

No longer an interim policy. Approved by Council: 1. minor amendments; and 2. Vice Chancellor designated the approval authority for this policy on an ongoing basis.

 

12-2

06/09/12

06/09/12

Schedule A amended to include fee amounts for 2013 – approved by Acting Director, Student and Academic Services.

 

12-1

13/02/2012

14/02/2012