Responsible Officer: Deputy Vice-Chancellor

Designated Officer: Director, Student Administration

Related Policies:

Related Legislation:

• Education Service for Overseas Students Act 2000 (Commonwealth)
• Education (Overseas Students) Act 1996 (Queensland)
• Higher Education Support Act 2003
• University of the Sunshine Coast Act 1998

These procedures take effect in accordance with the Student Fees and Charges Policy except where the University has entered into a contractual arrangement outlining separate fee and refund arrangements, subject to these being consistent with government requirements.

Procedures

Section 1: Student Contribution and Tuition Fees

Student contribution and tuition fees are liable as a result of a student's enrolment in a course(s) or program unless it is established to the satisfaction of the Deputy Vice-Chancellor or nominee that the required payment is covered by an exemption, or by a scholarship or other award.

1.1. Due Date for Payment

1.1.1. Student contribution or tuition fees are required to be paid on or before the advised due date for an enrolment period.

1.2. Penalties for Non-Payment or Partial Payment

Refer to Section 5 of these Procedures, 'Penalties for Non-Payment or Partial Payment of Fees'.

Section 2: General Services Fee (GSF)

GSF is payable for each enrolment period in which a student is enrolled in a course(s) in accordance with the Schedule of Fees.

2.1. Due Date for Payment

2.1.1 GSF must be paid on or before the advised due date.

2.2. Penalties for Non-Payment or Partial Payment

2.2.1. Refer to Section 5 of these Procedures, 'Penalties for Non-Payment or Partial Payment of Fees'.

2.3 Conscientious Objection

2.3.1 Any student approved as a conscientious objector to Student Guild membership under the Student Guild Constitution is required to pay GSF. The University will retain the amount equivalent to the Student Guild membership to be used for University purposes directly relating to student needs.

Section 3: Refund of Fees

3.1 Tuition Fees

3.1.1 Students, excluding Study Abroad students and ELP students, are entitled to a full refund of tuition fees, (less any applicable cancellation fee) if they have given written advice of cancellation of a course(s) or program by the census date.

3.1.1.1 Study Abroad students are only entitled to a full refund of tuition fees if they have given written advice for cancellation of a program by the census date, (less any applicable cancellation fee).

3.1.1.2 ELP students are entitled to a full refund of tuition fees, (less any applicable cancellation fee) if they have given written advice of cancellation prior to the commencement date.

3.1.2 Study Abroad students pay a standard Program Fee and are not eligible for a refund if withdrawing from one course only.

3.1.2.1 Study Abroad students who have paid for a course(s) in addition to the standard Program fee are eligible for a refund of the relevant amount above the Program fee if withdrawing from the additional course(s).

3.1.2.2 Study Abroad students who have paid a surcharge(s) for a lab-based course(s) are eligible for a refund of the surcharge amount if withdrawing from the lab-based course(s) prior to census.

3.1.2.3 On campus international students and ELP students will be charged a program cancellation fee as set out in the Schedule of Fees, unless 3.1.3 applies.

3.1.3 On campus international students are entitled to a full refund of tuition fees if:

3.1.3.1 they are not issued an appropriate visa, or
3.1.3.2 are unable to meet the conditions of offer, or
3.1.3.3 the program does not start on the agreed starting date, or
3.1.3.4 the program is not provided in full because the University has been withdrawn as a registered provider, or
3.1.3.5 the program ceases to be provided at any time after it starts but before it is completed (in this case the student may choose to undertake another program offered by the University in lieu of a refund).

3.1.4 A student who has been excluded (expelled) will not be entitled to a refund of tuition fees.

3.1.5 On request, tuition fees for which a student is entitled to a refund may be carried forward and used towards tuition fees applicable to a future University of the Sunshine Coast program or course.

3.2 Up-Front Student Contribution

3.2.1 A student may discontinue their enrolment in the program, take leave of absence from the program or withdraw from a course(s) in which they are enrolled. Where the notification of such change of enrolment is received after the census date, the student is still liable for their student contribution as determined by their enrolment on the census date.

3.2.2 Where the enrolment change is necessitated by illness or other exceptional and compassionate circumstances beyond the student's control which prevent the student from completing their studies in that enrolment period, refund of any amount paid up-front is contingent upon approval of an Application for Re-crediting of Student Learning Entitlement (SLE) in Special Circumstances.

3.2.3 Applications will be considered by the Deputy Vice-Chancellor or nominee.

3.2.4 Students who consider they may be eligible for a re-credit of their SLE and subsequent refund of an amount paid upfront must apply within twelve months from the date specified as the day the enrolment change has taken effect or where the student did not withdraw from a course(s), within twelve months from the enrolment period end date.

3.3 Non-Tuition Related Fees

3.3.1 Students are entitled to refund of GSF if they voluntarily discontinue their enrolment prior to the relevant census date and they apply for a refund in writing within one month after the relevant census date or it may be carried forward and used towards a future enrolment.

3.3.2 The English Language program Application Fee is non-refundable, except in the case of University default.

3.3.3 In the case of University default (refer Clauses 3.1.3.3, 3.1.3.4 and 3.1.3.5), students will be refunded the English Language Program Application Fee, the Placement Fee and any unused rent and transfer fees.

3.3.4 Students are entitled to a refund of other optional fees as follows (except in the case of University default):

3.3.4.1 Homestay: Upfront minimum payment of four (4) weeks rent is non-refundable. Additional unused rent is refunded if two (2) weeks notice is given.

3.3.4.2 Student Accommodation: Up-front minimum payment of four (4) weeks rent is non-refundable. Additional unused rent is refunded (whole weeks only) if two (2) weeks notice is given.

3.3.4.3 Placement Fee: Non-refundable.

3.3.4.4 Airport Transfer Fees: Full refund if these services are cancelled at least two (2) weeks in advance of the requested service date.

3.3.4.5 Internship Fee: Refundable where no placement can be found.

3.3.5 The University will refund Overseas Student Health Cover (OSHC) in accordance with the OSHC provider's refund policy.

3.4 Refund Process

3.4.1 For international students, prior to arrival or commencement of the first period of enrolment, notice of cancellation and requests for refund are to be made in writing to International Relations.

3.4.2 With the exception of ELP students, requests for a refund as a consequence of an enrolment change after census in an enrolment period must be made in writing to the Deputy Vice-Chancellor or his nominee and submitted to:

Student Administration
University of the Sunshine Coast
Maroochydore DC, QLD 4558
Australia

3.4.3 ELP Program students may request a refund by completing and signing the 'Change to Enrolment Request' form, and submitting to International Relations.

3.4.4 Payment of refunds approved under the Student Fees and Charges Policy and Procedures will be made within four (4) weeks of receiving a written request (or application form) for a refund from the student, except in the case of a University default (refer clause 3.1.3.3, 3.1.3.4 and 3.1.3.5)

3.4.5 In the case of University default (refer Clause 3.1.3.3, 3.1.3.4 and 3.1.3.5) a refund will be made within two (2) weeks of the default day.

3.4.6 A statement explaining how the refund amount has been calculated will be provided.

3.4.7 Refunds for international students must be made in the same currency as they were paid and to the party who has entered into the agreement with the University, unless that person directs the University otherwise in writing.

Section 4: Higher Education Loan Programme

The provisions of the Higher Education Loans Programme (HELP) are determined by the Commonwealth Government. Student Administration implement procedures in relation to HELP as set out in HESA.

4.1 Remission of HECS-HELP and FEE-HELP Debt

4.1.1 A student may discontinue their enrolment in the program, take leave of absence from the program or withdraw from a course(s) in which they are enrolled. Where the notification of such change of enrolment is received after the census date, the student is still liable to pay HELP as determined by their enrolment on the census date.

4.1.2 Where the enrolment change is necessitated by illness or other exceptional and compassionate circumstances beyond the student's control which prevent the student from completing their studies in that enrolment period, remission of a HELP debt is contingent upon approval of Student Learning Entitlement (SLE) or FEE-HELP being re-credited.

4.1.3 Applications will be considered by the Deputy Vice Chancellor or nominee.

4.1.4 Students who consider they may be eligible for a re-credit of their SLE usage and subsequent remission of HELP debt or FEE-HELP balance must apply within 12 months from the date specified as the day the enrolment change has taken effect or where the student did not withdraw from a course(s), within twelve months from the enrolment period end date.

Section 5: Penalties for Non-Payment or Partial Payment of Fees

5.1 A late payment charge is applied to a student's account where the student has not paid tuition fees, up-front student contribution (where applicable) or GSF by the University's due date, with the exception of international students who are required to pay fees prior to commencement.

5.2 A student is required to pay a late enrolment charge for enrolment or re-enrolment in course(s) that is not made by the due date. Enrolment will not be effective until the charge has been paid.

5.3 Unless the Deputy Vice-Chancellor rules otherwise in a particular case, a student who has an outstanding amount owing to the University and the amount is greater than the threshold determined by the Deputy Vice-Chancellor for this purpose will:

5.3.1. not be permitted to enrol in courses in future enrolment periods;

5.3.2. have their academic results withheld; and

5.3.3. not be eligible to graduate.

5.4 In accordance with DEST requirements, the University will cancel the enrolment in a Course of a Commonwealth supported student who has not complied with their HELP obligation by the census date of that enrolment period.

5.5 A fee-paying student who has not paid their tuition fees by the due date may have their enrolment at the University cancelled. International students will be liable for a cancellation fee.

5.6 If no enrolment or application for leave of absence is registered by census date in an enrolment period, the student will be deemed to have abandoned their studies at the University and they will be cancelled from their program of study.

5.7 A student whose enrolment has been cancelled under clause 5.6 or for non-payment of fees (with exception of students cancelled under clause 5.4) may apply for reinstatement of their enrolment within fourteen (14) days of the notice of cancellation, provided the student pays in full any outstanding amount owing to the University.

5.8 Any enrolment which is reinstated in accordance with clause 5.7 shall thereafter be deemed to have been continuous.

Section 6: Administrative and Miscellaneous Charges

Charges in respect of late charges, penalty charges, library fines, service fees and other administrative and miscellaneous charges are set out in the Schedule of Fees and approved by the Deputy Vice-Chancellor.

Section 7: Australian Permanent Resident

7.1 Students who provide documentary evidence of obtaining an Australian Permanent Resident Visa prior to the census date of the relevant enrolment period will be charged as a Commonwealth supported student for that enrolment period and may request a refund of any excess tuition fees paid.

7.2 Students who obtain an Australian Permanent Resident Visa after the census date in a given enrolment period will remain liable for international student fees until the next enrolment period.

Definitions

Agreed starting date means the date on which the program was scheduled to start, or a later date agreed between the registered provider for the program and the student.

CAN means Commonwealth Assistance Notice.

Census date is as the date determined by the University for a course of study in a given enrolment period.

Commonwealth supported student means a student who is an Australian citizen, or a New Zealand citizen or a holder of an Australian Permanent Resident visa who has been offered a Commonwealth supported place and who has sufficient student learning entitlement.

Course means a

(a) subject that a person may undertake with the University as part
of a program
(b) subject made available by the University
(c) part of a bridging program for overseas trained professionals

Council means the Council of University of the Sunshine Coast.

DEST means the Department of Education, Science and Training.

ELP means English Language Program.

Enrolment period means a semester/ session/ term where appropriate.

FEE-HELP means a loan that helps eligible fee-paying students pay their tuition fees at the university.

Fees includes all fees, fines and charges payable as specified in the Schedule of Fees.

GSF means General Services Fee, a fee that includes membership of the Student Guild, an access levy and an administrative charge.

HECS-HELP means a loan that helps eligible Commonwealth supported students to pay their student contribution.

HELP means Higher Education Loan Program.

HESA means Higher Education Support Act 2003.

HEP means Higher Education Provider.

International student means a student enrolled in a University program, who is not an Australian or New Zealand citizen and does not have Australian Permanent Residency status.

OSHC means Overseas Student Health Cover.

Program means the complete award with which a student graduates.

SLE: means Student Learning Entitlement.

Student means a person who has been admitted to a program or is enrolled in a course.

University means University of the Sunshine Coast.

Written advice means an application form or a request by letter, email or fax submitted to an advised administrative area.