Policy

Student Fees - Policy

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1.0                Purpose and Scope

The University may impose fees for admission, enrolment, tuition, examination, use of University facilities, other goods and services provided in conjunction with a course or program and as penalties.  Fees may vary for different categories of students and different administrative arrangements for payment may apply.

This policy is to be read in conjunction with the terms of any scholarship awarded to a student and the Third Party Contracts Procedure, including relevant third party arrangements. This policy complies with the Higher Education Support Act 2003 (Cth) (HESA) and the Education Services for Overseas Students Act 2000 (Cth) (ESOS) and related instruments.

2.0                Principles and Key Requirements

2.1                 General principles for setting and administering fees

To ensure the student fees are set and administered in accordance with legislative obligations, the University will:

  1. Give students an opportunity to complete the requirements of their course or program without the imposition of fees that are additional to student contribution amounts, tuition fees and student services and amenities fees [1].

  2. When determining the indexation of fees, consider the impact of any increase on continuing students.

  3. Set the amount of a fee in relation to the delivery of services with consideration to the cost of delivery, with the exception of fees charged as a fine or penalty [2].

  4. Set fees in time to meet internal and external publication requirements, including legislative requirements [3], provide adequate time for fees information to be promulgated to current and prospective students, and to inform the University’s budget planning processes.

  5. Administer fees in accordance with HESA, ESOS and related instruments.

  6. Review fees on an annual basis.

Appendix 2 summarises the basis on which student contribution amounts and tuition fees are set and charged for different cohorts of students.

Appendix 3 summarises the decision makers for fees matters, including a summary of the instrument of sub-delegation of the Vice Chancellor’s powers.

2.2                 Tuition fees

  1. The University may set tuition fees at different rates for different cohorts of students [4] (e.g. based on year of admission, program, course etc.) in accordance with the fees scheme as outlined in Appendix 2.

  2. The tuition fee for any course must not be less than the maximum Student Contribution Amount payable for that course by Commonwealth Supported students [5].

  3. The tuition fee for any course for an international student must not be less than the ‘minimum indicative fees for overseas students’ set by the Australian government [6].

  4. Tuition fees must not include fees for amenities, facilities, goods or services of a non-academic nature.

2.3                 Fees for students in a Commonwealth Supported Place (CSP)

  1. The University will use the maximum Student Contribution Band Amounts determined by the Australian government for a calendar year, to set relevant University Student Contribution Band Amounts.

  2. The University may treat a person as a Commonwealth supported student for a particular course only if the person has completed a request for Commonwealth assistance and paid the Student Contribution Amount (SCA) for that course by the census date [7].

  3. A student who provides a valid Tax File Number and defers payment of the SCA under HECS-HELP by the census date is taken to have paid the SCA [7].

  4. A student who has not paid the SCA for a course by census date may continue as a student for that course only if the student pays the domestic student tuition fees set for that course for the year.

2.4                 Student Services and Amenities Fees (SSAF)

  1. The University will set student services and amenities fees (SSAF) for the provision of amenities, facilities and support services of a non-academic and non-political nature [8].

  2. The University will use the maximum annual SSAF amount set by the Australian government for each academic year to set relevant SSAF amounts as set out in the Student Fees Setting Procedure.

  3. The University may set different SSAF amounts (including a zero amount) for different categories of students [9].

2.5                 Administrative charges

The University will set administrative charges as set out in the Student Fees Setting Procedure.

2.6                 Program and course related incidental fees

The University may set program or course related incidental fees as set out in the Incidental Student Fees and Charges Procedure and the Student Fees Setting Procedure.

2.7                 Deposits

The University may require a commencing international student to pay a deposit in order to confirm their offer of a place. The amount required as a deposit will be set in accordance with the Student Fees Setting Procedure.

2.8                 Varying fees

  1. The University cannot waive tuition fees and student contribution amounts or remove liability for HECS-HELP and FEE-HELP, unless the provisions of section 2.12 – Removal of Financial Liability due to Special Circumstances of this policy apply [10].

  2. The Academic Registrar may vary the tuition fees for a student where an issue is not dealt with in this policy and related procedures, including:

    1. a variation in the amount of a fee payable on administrative grounds (for example, enrolment matters); and

    2. a variation in the time to pay a fee.

  3. The University may discount tuition fees for specific cohorts of students covered by third party arrangements as set out in the Third Party Contracts Procedure.

2.9                 Student responsibilities

  1. A student must pay all the relevant fees by the due date as set out in the Administration of Student Fees Procedure.

  2. Students remain responsible for their fees in cases where the University enters into an arrangement with a third party for payment of the student’s fees. If the third party does not make full payment, the student assumes responsibility for payment of any outstanding fees.

  3. A student must inform the University promptly if their capacity to pay their fees changes.

2.10            Refunds and uncollected funds

  1. Fees are incurred by a student on the census date for each course and study period in which the student is enrolled. A student incurs fee liability for all courses and programs in which they are enrolled as at midnight on census date.

  2. A student who withdraws by the census date will be entitled to a full refund, after application of any relevant administrative charges for student default [11] and subject to the provisions of any third party sponsorship or loan arrangements as outlined in the Administration of Student Fees Procedure.

  3. Where an amount has been in credit in a student’s account which has been inactive for more than 15 months, the University will transfer the uncollected funds to a University fund to support students as set out in the Administration of Student Fees Procedure.

  4. A student who is excluded or suspended under a University rule, policy or procedure after the census date for a study period is not entitled to a refund of fees for that study period.

2.11           Consequences of non-payment

A student’s enrolment is provisional until all fees have been paid. If a student fails to pay all relevant fees by the due date, the University may apply one or more of the following sanctions in accordance with the Administration of Student Fees Procedure:

  • Impose administrative charges;

  • Cancel a student’s enrolment;

  • Cancel or restrict access to University resources, facilities and services;

  • Refuse to graduate the student.

2.12         Removal of financial liability due to special circumstances

If a student withdraws (or otherwise fails to complete a course) due to special circumstances which are beyond the student’s control, and do not make their full impact on the student until on or after the census date for the course; and make it impracticable for the student to complete the requirements for the course during the period during which the student undertook, or was to undertake, the course, they may apply in writing to have the financial liability removed due to special circumstances [12].

Applications for removal of financial liability due to special circumstances will be considered in accordance with the Removal of Financial Liability Due to Special Circumstances Procedures.

3.0                Roles, Responsibilities and Accountabilities

3.1                 Vice-Chancellor

The Vice-Chancellor is responsible for establishing the principles and key requirements for student fees and for approving any changes to the University’s fees scheme.

3.2                 Executive Deans, Heads of School, Institute Directors and Dean (Graduate School)

Executive Deans, Heads of School, Institute Directors and the Dean (Graduate School) are responsible for ensuring program and course related incidental fees meet legislative requirements, and for annual review of these fees.

3.3                 Academic Registrar

The Academic Registrar has overall responsibility for overseeing the setting and administration of fees, including:

  • Approving and publishing fees schedules with details of the approved fee rates.

  • Providing advice on the legislative and administrative implications of changes to fees and the fees scheme.

  • Approving a schedule of administrative charges on an annual basis.

  • Ensuring fees are reviewed annually.

  • Ensuring fees are administered in accordance with the Administration of Student Fees Procedure.

3.4                 Finance and Business Services

Finance and Business Services is responsible for:

  • Management of outstanding debts after the end of a study period.

  • Management of uncollected funds and unclaimed monies.

  • Management of payment of fees by a third party (third party contracts).

4.0                Monitoring, Review and Assurance

The Academic Registrar is responsible for ensuring the policy is effective and for monitoring and reviewing fees setting and administration processes to ensure compliance with legislative requirements. To do this, the Academic Registrar will:

  • Ensure fees proposed for new programs and courses meet HESA and ESOS requirements prior to their approval by the Vice Chancellor;

  • Undertake an annual review of fees;

  • Undertake a regular review of fees setting and administration processes;

  • Ensure any proposed changes to the fees scheme meet HESA and ESOS requirements; and

  • Ensure that fees schedules which give effect to the approved annual indexation rate for fees meet HESA and ESOS requirements.

5.0                Recording and Reporting

Academic Services Division will develop, maintain and publish procedures that give effect to this policy, including schedules of fees.

The Vice Chancellor’s office will maintain a record of fee rates approved by the Vice Chancellor, including the basis for approval.

6.0                Appendix

6.1                 Appendix 1 – Definitions

academic registrar means the academic registrar of the University.

administrative charge means a charge payable as a fine or penalty, or for alternative forms of access to a service that is an essential component of the program but is otherwise readily available, or for a good or service that is not essential to the student’s enrolment in a program.

census date means the final date for enrolment in a study period as set by the Academic Registrar.

Commonwealth supported student means a domestic student enrolled in a Commonwealth supported place, for which the Australian government makes a direct contribution to the University, towards the cost of the student’s education.

course means a distinct unit of study within a program, for which a result is given and which is identified by its alphanumeric code, title and a fixed unit value.

deposit means a sum payable as a first instalment towards the tuition fees for the first study period of enrolment on accepting a place in a program, the balance being payable later.

domestic student means a student who is —

            (a)        an Australian citizen; or

            (b)        a New Zealand citizen; or

            (c)        the holder of a permanent visa for Australia.

ESOS means the Education Services for Overseas Students Act 2000 (Cth).

fee for the purposes of this policy, means any fee or charge payable under this policy, related procedures, Fee Rules or incidental fees permitted under the Higher Education Provider Guidelines 2012.

FEE-HELP means the Australian government loan to help eligible students, not being Commonwealth supported students, pay their tuition fees.

HECS-HELP means the loan scheme for eligible students enrolled in Commonwealth supported places to pay their student contribution amounts.

HESA means the Higher Education Support Act 2003 (Cth).

program or course related incidental fee means a fee charged for –

  1. a good or service that is not essential to the program; or

  2. an alternative form, or alternative forms, of access to a good or service that is an essential component of the program but is otherwise made readily available by the University at no additional fee; or

  3. an essential good or service that the student has the choice of acquiring from a supplier other than the University and is for:

    1. equipment or items which become the physical property of the student and are not consumed during the program; or

    2. food, transport and accommodation costs associated with the provision of field trips that form part of the program.

international student means a student who is not a domestic student; also called an overseas student.

post-2015 student means a student who commenced the given program after 31 December 2015.

post-2016 student means a student who commenced the given program after 31 December 2016.

pre-2016 student means a student who commenced the given program before 1 January 2016.

pre-2017 student means a student who commenced the given program before 1 January 2017.

program means a sequence of study leading to the award of a higher education qualification by the University. 

remote means a program of study undertaken by a higher degree by research student at a site other than a University campus or location.

student contribution amount means the fee that a Commonwealth supported student pays for each course.

student services and amenities fee (SSAF) means a fee for student services and amenities of a non-academic nature, the maximum annual amount for which is legislated by the Australian government.

study period means a semester, trimester, research quarter, medical rotation or teaching period.

tuition fee means the fee an international student or a domestic student (who is not in a Commonwealth supported place or an exempt student) pays for each program or course; it does not include incidental fees or administrative charges.

uncollected funds means an amount in credit on a student’s account where the account has been inactive for a minimum period of 15 months.

VCC means the Vice Chancellor’s committee.

6.2                 Appendix 2 – Basis for setting and charging student contribution amounts and tuition fees

Citizenship category

Program Level

Cohort(s)

Fee basis

Charging basis

Domestic

Undergraduate, Postgraduate Coursework

All fee paying students

A per unit rate is set at discipline level (i.e. the Subject Area denoted by the first 4 characters of the course code), with some exceptions within a discipline for specific academic levels or specific courses

Fees are charged for each course the student enrols in for a given study period

Domestic

Undergraduate, Postgraduate Coursework

All students in a Commonwealth Supported Place

A per unit rate is set based on the ASCED code of the discipline (i.e. the Subject Area denoted by the first 4 characters of the course code).

Fees are charged for each course the student enrols in for a given study period (i.e. class) based on the year of commencement in the program

Domestic

Higher Degree by Research

Pre-2017 students

Students are exempt from fees for research enrolment and recommended coursework in accordance with the provisions of the RTP.

 

Domestic

Higher Degree by Research– PhD, MPhil and Professional Doctorates (Research) (except DBiotech)

Post-2016 students

A fee per research quarter is set on the basis of field of education/ASCED code for the student’s area of research. Fields are classified in two clusters: low cost and high-cost.

Fees are charged for each study period of enrolment (research quarter), based on load (full-time/part-time) and mode (internal/remote)

Domestic

Higher Degree by Research – DBiotech

All cohorts

A per unit rate is set for the program.

In Year 1, fees are charged for each course the student enrols in for a given study period (i.e. class).

In later years, fees are charged for each study period of enrolment (research quarter), based on load (full-time/part-time) and mode (internal/remote)

Domestic

Non-award

All

A per unit rate is set at discipline level (i.e. the Subject Area denoted by the first 4 characters of the course code). Some exceptions within a discipline for specific academic levels or specific courses

Fees are charged for each course the student enrols in for a given study period (i.e. class)

International

Undergraduate, Postgraduate Coursework

Pre-2016 students

A per unit rate is set at discipline level (i.e. the Subject Area denoted by the first 4 characters of the course code). Some exceptions within a discipline for specific academic levels or specific courses

Fees are charged for each course the student enrols in for a given study period (i.e. class)

International

Undergraduate, Postgraduate Coursework

Post-2015 students

A per unit rate is set for each program.

Fees are charged for each course the student enrols in for a given study period (i.e. class)

International

Higher Degree by Research– PhD and MPhil

Pre-2017 students

A fee per research quarter is set on the basis of the enrolling unit. Enrolling units are grouped in three bands.

Fees are charged for each study period of enrolment (research quarter), based on load (full-time/part-time) and mode (internal/remote)

International

Higher Degree by Research– PhD, MPhil and Professional Doctorates (Research) (except DBiotech)and Research Study Abroad

Post-2016 students

A fee per research quarter is set on the basis of field of education/ASCED code for the student’s area of research. Fields are classified in two clusters: low cost and high-cost.

Fees are charged for each study period of enrolment (research quarter), based on load (full-time/part-time) and mode (internal/remote)

International

Higher Degree by Research– DBiotech

All cohorts

A per unit rate is set at on the basis of field of education for the program.

In Year 1, fees are charged for each course the student enrols in for a given study period (i.e. class).

In later years, fees are charged for each study period of enrolment (research quarter), based on load (full-time/part-time) and mode (internal/remote)

International

Non-award

Approved incoming Exchange  students

Exempt from fees

 

International

Non-award

Study Abroad students

A fee per semester is set regardless of load.

A fee is charged for each semester of enrolment regardless of load.

International

Non-award

All other students

A per unit rate is set at discipline level (i.e. the Subject Area denoted by the first 4 characters of the course code). Some exceptions within a discipline for specific academic levels or specific courses

Fees are charged for each course the student enrols in for a given study period (i.e. class)

6.3                 Appendix 3 - Decision makers for fees matters and summary of sub-delegation of Vice-Chancellor’s powers

Setting new Fees

Student Type

Fee Type

Fee setting process

Recommended by

Endorsement/Advice

Approval by

Domestic

Tuition fees for new program- course based fees1,2

Existing discipline descriptors used for the new program are already allocated to fee bands. New Discipline Descriptors: see below

N/A

N/A

N/A

International

Tuition fees for new program - Program based fees

Approval of fee per unit for new programs

Executive Dean or Dean (Graduate School)

PVC(Future Students), DVC (External Engagement) and

Academic Registrar

Vice Chancellor

All

Administrative Charges

New administrative charges

Head of organisational unit

N/A

Academic Registrar

All

Program and/or course based Incidental fees

New Incidental fees

N/A

Faculty/School/Institute should consult with ASD to confirm compliance of the proposed fee with the HESA

Executive Dean/ Head of School/ Institute Director/Dean, Graduate School

Specified cohorts

Tuition fees – set Term fees/Flat fees for a new program

Set a fee per study period (e.g. semester, research quarter) for a new program or a program previously on course based or program based fee

Executive Dean or Dean, Graduate School

Coursework: PVC(Future Students), DVC (External Engagement) and

Academic Registrar;

HDR: DVC(Research), DVC (External Engagement)  and

Academic Registrar

Vice Chancellor

All

All course based fees for a new discipline descriptor

Approval of International and Domestic tuition fee bands and ASCED Code (which determines HECS band and Commonwealth Funding Cluster)

Executive Dean or Dean, Graduate School

 

Academic Registrar

All

Student Services and Amenities Fee (SSAF)

Addition/removal of exemptions

 

Academic Registrar

Deputy Vice Chancellor (Academic)

Course based fees are determined on the basis of the Discipline Descriptor (4 letter Subject Area). Each discipline descriptor is allocated to one of the approved fee bands (currently 37 bands) for each student type and cohort.

Course based fees are determined on the basis of the Discipline Descriptor (4 letter Subject Area). For Commonwealth supported students, the Student Contribution Amount is determined by the ASCED classification of the discipline. The ASCED classification also determines the Commonwealth Funding cluster.

Annual Review & Indexation of fees

Student Type

Fee Type

Fee setting process

Recommended by

Endorsement/Advice

Approval by

Domestic – Commonwealth Supported

Student Contribution Amount – course based1, 2

Annual indexation of Student Contribution Amount -based on Australian Government approvals

N/A

N/A

Pre-approved by Vice Chancellor

Domestic – Fee paying

Tuition fees – course based1

Annual indexation of fee band amounts for course-based fees (includes reallocation of discipline descriptors to alternate fee bands and course based exceptions)

PVC (Future Students)

VCC, Executive Deans, Dean, Graduate School and Academic Registrar

Vice Chancellor

International

Tuition fees - course based1

Annual indexation of fee band amounts for course-based fees (includes reallocation of discipline descriptors to alternate fee bands and course based exceptions)

PVC (Future Students)

VCC, Executive Deans, Dean, Graduate School and Academic Registrar

Vice Chancellor

International

Tuition fees - program based

Annual indexation of program-based fees

PVC (Future Students)

VCC, Executive Deans, Dean, Graduate School and Academic Registrar

Vice Chancellor

All

Tuition fees - term fees/flat fees

Annual indexation of term based (semester/research quarter) fees

Coursework Programs: PVC (Future Students);

HDR: Dean, Graduate School

VCC, Executive Deans, Dean, Graduate School and Academic Registrar

Vice Chancellor

All

Student Services and Amenities Fee (SSAF)

Annual indexation of SSAF amounts

 

 

Academic Registrar

All

Administrative Charges

Review of existing charges

 

 

Academic Registrar

All

Program and/or course based Incidental fees

Review of existing charges

 

 

Executive Deans and Dean, Graduate School

International

Tuition fee deposit

 

PVC (Future Students)

 

Academic Registrar

Course based fees are determined on the basis of the Discipline Descriptor (4 letter Subject Area). Each discipline descriptor is allocated to one of the approved fee bands (currently 37 bands) for each student type and cohort.

Course based fees are determined on the basis of the Discipline Descriptor (4 letter Subject Area). For Commonwealth supported students, the Student Contribution Amount is determined by the ASCED classification of the discipline. The ASCED classification also determines the Commonwealth Funding cluster.

Varying fees

Category

Recommended by

Endorsement/Advice

Approval by

Approval of discounts for specific student cohorts and sponsors

Coursework Programs: PVC (Future Students);

HDR: Dean, Graduate School

VCC, Executive Deans, Dean, Graduate School and Academic Registrar

Vice Chancellor

Variations to meet Financial Aid (US federal government loans) requirements

N/A

DVC (External Engagement)

Vice Chancellor

Approval of variation in the amount of a tuition fee payable on administrative grounds

 

 

Academic Registrar

Waiving administrative charges

 

 

Academic Registrar

Director, Student Administration; Manager, Student Centre; Senior Manager, Student Fees and Scholarships; and Manager, Student Fees

Changes to Fees Scheme

Fee setting process

Endorsement/Advice

Approval by

Major changes to the basis for charging fees, e.g. course based, program based, term based, flat fees, SSAF

VCC,  Executive Deans, Dean, Graduate School and Academic Registrar3

Vice Chancellor

On advice from the Academic Registrar, Director, Planning and Chief Financial Officer regarding the budgetary, administrative and system implications of the proposed change(s).

Changes to approved Fees

Fee setting process

Recommending authority

Endorsement/Advice

Approval by

Any change to the fee bands associated with an existing Discipline Descriptor (and course based exceptions) or program based international fee rate outside the annual fee indexation process

Executive Dean or Dean (Graduate School)

PVC(Future Students) and DVC(External Engagement)

Vice Chancellor

 


[1] HESA (s19-100&169-15)

[2] Higher Education Provider Guidelines (Ch6&7)

[3] HESA (s19-95), Higher Education Provider Guidelines (Ch5)

[4] HESA (s 19-87&19-90)

[5] HESA (s36-55)

[6] Higher Education Provider Guidelines 2012

[7] HESA (division 126)

[8] HESA(s 19-37-38)

[9] HESA Administration Guidelines 2012

[10] HESA

[11] ESOS (s 47)

[12] HESA (s36-20 to36-23)

Custodians
Academic Registrar Mr Mark Erickson

Forms

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Change of Status from Fee-Paying International to Fee-Paying Domestic Student - Form

Change of Status from Fee-Paying International to Fee-Paying Domestic Student - Form

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Description: 

International students complete this form to apply for enrolment as a domestic full fee-paying student after being granted Australian Permanent Residency, a humanitarian visa, Australian citizenship or New Zealand citizenship.

Custodians
Academic Registrar Mr Mark Erickson
Student Fees Refund Request - Form

Student Fees Refund Request - Form

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Body
Description: 

This form is available in .pdf or .Word format.

Custodians
Academic Registrar Mr Mark Erickson
Custodians
Academic Registrar Mr Mark Erickson
Custodians
Academic Registrar Mr Mark Erickson