Procedures

Student Fees and Charges - Procedures

Printer-friendly version
Body

1. Purpose and Objectives

These procedures outline the rules and related processes to ensure compliance with legislation, audit and financial management requirements for collecting student fees and charges.

2. Definitions, Terms, Acronyms

Census date - in relation to:  

a) a first semester - 31 March;

b) a second semester - 31 August;

c) a summer semester - the date determined by the Academic Registrar and notified on the university website;

d) another teaching period approved by the Academic Registrar – the date determined by the Academic Registrar.

Commonwealth Supported Student – a domestic student for whom the Commonwealth makes a contribution towards the cost of the student’s education.

Domestic student - a student who is:

a) an Australian citizen; or

b) a New Zealand citizen; or

c) the holder of a permanent visa for Australia.

Fee - any fee or charge payable under these rules, including the student contribution amount and tuition fee.

FEE-HELP - the Commonwealth loan scheme to help eligible students not being Commonwealth supported students to pay their tuition fee.

Full-time student - a student who:

a) is not an external student; and

b) in a semester

(i) is enrolled as a full-time student in a postgraduate research program; or

(ii) is enrolled for 6 units or more.

HECS - Higher Education Contribution Scheme

HECS-HELP - the Commonwealth scheme that includes up-front payment discounts and loans to help eligible Commonwealth supported students pay their student contribution amount.

Higher Education Loan Programme (HELP) - a suite of loans funded by the Commonwealth Government for Australian citizens and holders of a permanent humanitarian visa.  Repayment of these loans is income-contingent.  HELP consists of HECS-HELP, FEE-HELP and OS-HELP.

HESA - Higher Education Support Act 2003.

International student - a student who is not a domestic student.  Any of the following qualifies as an international student:

a)   a Temporary Resident (visa status) of Australia; 

b)   a Permanent Resident (visa status) of New Zealand;

c)   a Resident or Citizen of any other country.

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

Overseas Student Health Cover (OSHC) - a compulsory health cover fee that all international students, other than those funded by an Australian Government award, must maintain for themselves and family members who accompany them to Australia.

Postgraduate programs - Studies normally undertaken after the completion of an undergraduate degree, or in some cases, on the basis of relevant work experience. Postgraduate programs include graduate certificates, graduate diplomas, masters and doctorates.   

Tuition fee - the fee an overseas student or a domestic student not being a Commonwealth supported student pays for each program or course.

Undergraduate programs – Honours, Bachelor, Associate Degree, Diploma, Certificate or post-secondary level program.

3. Procedures Scope/Coverage

These procedures apply to all staff (particulary staff in finance roles) and students of the University.

4. Procedures Statement

The University has the right to establish and collect fees from students.

Fees are established in accordance with the Higher Education Amendment (No.1) Act 2011 and the University of Queensland Act 1998.

The University has established that fees will be payable by a student as set out in the Fee Rules which are reviewed annually and published online.

The University generates revenue from processing the following student fees and charges:

  • Fees

o   Student Contribution Amounts – Upfront Payment or HELP

o   Tuition Fees for Domestic Students

o   Tuition Fees for Overseas Students

  • Student Services, Administrative and Miscellaneous Charges

  • Incidental and Ancillary Fees

5. Revenue Recognition

Student fees are recognised as debtors following the census date for each academic period with the net value (full value of student fees less any fee waivers or discounts) recognised as revenue.

6. Student Fee Types

Domestic students who are defined as being Commonwealth supported are only required to pay a part of the cost of tuition, called the "student contribution amount", while the Commonwealth pays the balance; and students are able to defer payment of their contribution as a HELP loan.

Other domestic students are full fee-paying (non-Commonwealth supported) and receive no other direct government contribution to the cost of their education. Some of these students may obtain HELP loans from the Government.

Domestic Research Higher Degree (RHD) students are postgraduate Australian students (including Australian citizens or permanent residents or New Zealand citizens) that are currently exempt from paying tuition fees as their fees are covered by the Research Training Scheme.

Overseas students are charged fees for the full cost of their education and are usually ineligible for any loans from the Commonwealth. These students in certain circumstances may apply for international scholarships.

The following is an overview of fee paying mechanisms and eligibility:

7. Student Services, Administrative and Miscellaneous Charges

Under certain circumstances a student maybe liable to pay any of the following charges:

  • application for enrolment;
  • application for addition or substitution of course or change of program;
  • cancellation of enrolment;
  • payment of fees after the due date;
  • return of library material after the deadlines;
  • replacement of a student card;
  • external examination fees;
  • academic transcripts, certificates and statements;
  • copies of course/subject outlines;
  • OSHC – for international students;
  • Admissions Test.

A student must, before taking any of the actions set under the heading Administrative Charges in Schedule 1 of the Fee Rules, pay the relevant administrative charge. A separate charge is payable for each action and each time an action is taken. The action will be effective only if the applicable charge is paid.

8. Incidental and Ancillary Fees

An ancillary or incidental fee may be levied on students for goods and services that are provided in conjunction with a course or program in which they enrol. This complies with the terms of the Higher Education Support Act 2003 and the Higher Education Provider Guidelines.

Refer to PPL 3.40.02 Incidental and Ancillary Fees Levied on Students for further information.

9. Administration

9.1 Fee rule inquiries

For information regarding Student Fees and Charges go to Student Fees Unit at UQ Answers or phone 07 3365 2328. Staff may also email: fees@uq.edu.au

For further information in respect of the administration of HECS contact the Department of Education, Employment and Workplace Relations (DEEWR) call 1800 020 108 or http://www.goingtouni.gov.au.

9.2 Invoices

Invoices for up-front student contribution amounts, tuition fees and administrative charges are available through mySI-net. An invoice is calculated from the student's enrolment in the current academic period. Enrolment or payment option changes made on mySI-net take one calendar day to update and recalculate the fee liability.

To view an invoice, first click on the ‘Financial’ link on the mySI-net homepage. Click on the 'Invoice' link to view the invoice. There is also the option in the Account Summary to email the invoice to the student email address by clicking on the ‘Email invoice’ link.

9.3 Due date of payment

All tuition fees and up-front HECS-HELP student contributions must be paid by the fees due date for the semester, trimester, research quarter or teaching period.   If a student changes their enrolment after the due date, any additional fees owing must be paid two days after the changes are made. For due dates, please see the Important dates page on the Enrolment website.

For Summer semester dates, please refer to the Summer semester important dates page.

9.4  Method of payment

Methods of payment of student fees and charges are available via the mySI-net ‘Financial’ link under ‘Pay my Fees now’

  • The UQ Pay section of mySI-net for MasterCard and Visa credit card payments.  
  • BPAY is available by student's contacting their participating bank and entering UQ Biller code 18119, with the 8 digit student number used as the reference.
  • In person payments at the St Lucia ($50 cash limit), Ipswich or Gatton Student Centres using EFTPOS, cash, cheque or money order (AUD only).
  • Cheques and money orders are also accepted through the post.
  • Cheques and money orders should be made payable to  “The University of Queensland”.

9.4.1 Foreign currency conversion differences

Students are advised to pay fees in Australian dollars to reduce currency conversion differences. Transferring in any other currency will most likely impact the value of AUD received and lead to under or over payment of fees.

Receipts of all fees and charges are updated daily to both the General Ledger System and the Student Information System. Updates to both systems are reconciled monthly.

9.5 Removal of Financial Liability (RFL)

Students whose fees have been paid can only have their financial liability removed after the census date if they meet strict legislative requirements.

Refer to PPL 3.50.10 Removal of Financial Liability Due to Special Circumstances for further information.

10. Financial Relief

The Chief Financial Officer has the discretion, in exceptional cases where a recipient experiences subsequent unforeseen hardship, to approve an offer of financial relief/assistance.

Students must enquire through the Student Centre for more information.

Custodians
Chief Financial Officer
Mr Andrew Betts
Custodians
Chief Financial Officer
Mr Andrew Betts