Responsible officer: Deputy Vice-Chancellor
Designated officer: Director, Student Administration
Related policies:
Student Fees and Charges Policy
Financial Delegations Policy
Academic Rules
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 4 of these Procedures, 'Penalties for non-payment or partial payment of fees'.
Section 2: Refund of fees
2.1 Tuition fees
2.1.1 Students, excluding on campus international award students, Study Abroad students and English Language Program (ELP) students, are entitled to a refund of tuition fees if they have given written advice of cancellation of a course or program by the census date.
2.1.2 On campus international, Study Abroad and ELP students are entitled to a full refund of tuition fees if:
2.1.2.1 they are not issued an appropriate visa; or
2.1.2.2 are unable to meet the conditions of offer; or
2.1.2.3 the program does not start on the agreed starting date; or
2.1.2.4 the program is not provided in full because the University has been withdrawn as a registered provider; or
2.1.2.5 the program ceases to be provided at any time after it starts but before it is completed.2.1.3 On campus international award and Study Abroad students are entitled to a full refund of program tuition fees if they have given written advice prior to commencement date, except where 2.1.2 applies.
2.1.4 On campus international award and Study Abroad students are entitled to a 90% refund of program tuition fees after commencement date and prior to the relevant census date, if they have given written advice prior to that census date, except where 2.1.2 applies.
2.1.5 On campus international award and Study Abroad students are not entitled to any refund of program tuition fees after the census date, except where 2.1.2 applies.
2.1.6 On campus international award students who withdraw from a course without withdrawing from their program will not receive a refund of their course tuition fee. The course tuition fee will be held by the University and credited to a future course enrolment.
2.1.7 Study Abroad students pay a standard program fee and are not eligible for a refund if withdrawing from a course covered by a standard program fee.
2.1.8 Study Abroad students who have paid for a course in addition to the courses included in the standard program fee are eligible for a full refund of the amount above the standard program fee if they have given written advice of withdrawal from the additional course prior to the relevant census date.
2.1.9 Study Abroad students who have paid a surcharge for a lab-based course are eligible for a full refund of the surcharge amount if they have given written advice of cancellation from the lab-based course prior to commencement.
2.1.10 English Language students are entitled to a full refund of program tuition fees if they have given written advice of cancellation 28 days prior to the commencement date.
2.1.11 English Language students are entitled to a 75% refund of program tuition fees if they have given written advice of cancellation within 28 days of the commencement date, except where 2.1.2 applies.
2.1.12 English Language students are entitled to nil refund of program tuition fees after the commencement date, except where 2.1.2 applies. Up to 75% of the unrefunded tuition fee may be held by the University an credited to a future award program enrolment.
2.1.13 For English Language students the program tuition fee is the fee due for the number of weeks for which the student has enrolled.
2.1.14 A student who has been excluded (expelled) for reasons other than academic performance will not be entitled to a refund of tuition fees.
2.1.15 For high demand programs in which there are capacity restraints, the University reserves the right to require the payment of a non-refundable deposit towards tuition fees on acceptance into the program up to 10% of the annual tuition fee.
2.2 Up-front student contribution
2.2.1 A student may discontinue their enrolment in the program, take leave of absence from the program or withdraw from a course 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.
2.2.2 Where the enrolment change is necessitated by illness or other exceptional and compassionate circumstances beyond the student's control and 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 Removal of Financial Liability in Special Circumstances.
2.2.3 Applications for Removal of Financial Liability in Special Circumstances will be considered by the Deputy Vice-Chancellor or nominee.
2.2.4 Students who consider they may be eligible for a re-credit of their Student Learning Entitlement (SLE) and subsequent refund of an amount paid up-front 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.
2.3 Non-tuition related fees
2.3.1 The English Language program Application Fee is non-refundable, except in the case of University default (refer to 2.1.2).
2.3.2 The Accommodation Placement Fee is non-refundable, except in the case of University default (refer to 2.1.2).2.3.3 The Internship Placement Fee is refundable only if no internship placement can be found.
2.3.4 Up-front minimum Homestay payment of four (4) weeks rent is non-refundable. Additional unused rent is fully refunded if two (2) weeks written notice is given.
2.3.5 A full refund of Airport Transfer fees is provided if written advice of cancellation is received at least two (2) weeks in advance of the requested service date.
2.3.6 Up-front minimum Student Accommodation payment of four (4) weeks rent is non-refundable. Additional unused rent is refunded (whole weeks only) if two (2) weeks written notice is given and if no lease has yet been entered into with the accommodation provider.
2.3.7 Refunds for Overseas Student Health Cover (OSHC) are not made by the University. They are made by the OSHC provider in accordance with the OSHC provider's refund policy.
2.4 Refund process
2.4.1 With the exception of ELP students, requests for a refund must be made in writing to:
Student Fees
Student Administration
University of the Sunshine Coast2.4.2 For ELP students, requests for a refund must be made in writing to:
Director of Studies
English Language Programs
International Relations
University of the Sunshine Coast2.4.3 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 2.1.2).
2.4.4 In the case of University default (refer 2.1.2) a refund will be made within two (2) weeks of the default day.
2.4.5 A statement explaining how the refund amount has been calculated will be provided.
2.4.6 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 3: Higher Education Loan Programme
The provisions of the Higher Education Loan Programme (HELP) are determined by the Commonwealth Government. Student Administration implement procedures in relation to HELP as set out in HESA.
3.1 Remission of HECS-HELP and FEE-HELP debt
3.1.1 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.
3.1.2 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 SLE or FEE-HELP being re-credited.
3.1.3 Applications for Removal of Financial Liability in Special Circumstances will be considered by the Deputy Vice Chancellor or nominee.
3.1.4 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 4: Penalties for non-payment or partial payment of fees
4.1 A late payment charge applies where a student has not paid tuition fees or up-front student contribution (where applicable) by the due date.
4.2 A student is required to pay a late enrolment charge for enrolment or re-enrolment in a course that is not made by the due date. Enrolment will not be effective until the charge has been paid.
4.3 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:
4.3.1 not be permitted to enrol in courses in future enrolment periods;
4.3.2 have their academic results withheld; and
4.3.3 not be eligible to graduate.
4.4 In accordance with DEST requirements, the University will cancel the enrolment in a program of a Commonwealth supported student who has not complied with their HELP obligation by the census date of that enrolment period.
4.5 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.
4.6 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.
4.7 A student whose enrolment has been cancelled under clause 4.6 or for non-payment of fees (with the exception of students cancelled under clause 4.4) 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.
4.8 A Commonwealth supported student whose enrolment in a program is cancelled under 4.4 or 4.6 and who applies to have their enrolment reinstated, cannot be enrolled into a Commonwealth supported place after census. In this circumstance, the student can only be enrolled into a fee-paying place.
4.9 Any enrolment which is reinstated in accordance with clause 4.7 shall thereafter be deemed to have been continuous.
Section 5: 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 6: Australian permanent resident
6.1 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.
6.2 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.
Section 7: Appeals of decision
7.1 Appeals concerning fees and charges, including refunds, should be lodged in writing with the Deputy Vice-Chancellor.
7.2 The University's dispute resolution processes do not inhibit a student's right to pursue legal remedies.
7.3 These procedures do not remove a student's rights to take further action under Australia's consumer protection laws.
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.
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.
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.