Parent policy: Student Fees and Charges Policy
Procedures number:
Approval authority: Deputy Vice-Chancellor
Responsible officer: Deputy Vice-Chancellor
Designated officer: Director, Student Administration
Date of approval: 31 October 2007
Date last amended:
Effective starting date: 1 November 2007
Procedures replaced by these procedures: Student Fees and Charges Procedure

Related rules or policies:

• Policies, rules, plans and procedures

Related procedures:

• Student Grievances and Appeals – Procedures and Guidelines

Related legislation:

• Education Services for Overseas Students Act 2000
• Education Services for Overseas Students Regulations 2001
• Higher Education Support Act 2003
• National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students
• University of the Sunshine Coast Act 1998

Notes

1. These procedures must be read in association with the Student Fees and Charges Policy and they apply except where the University has entered into a contractual arrangement outlining separate fee and refund arrangements, subject to those arrangements being consistent with any Commonwealth or State government requirements.

2. The procedures are presented in two parts:

Part A applies to students who were born in Australia or New Zealand, who have Australian or New Zealand citizenship, or who have Australian permanent residency status (Domestic students)

Part B applies to all other students (International students) except international Exchange students. Some items in Part B indicate different requirements that may apply to students in relation to English Language Programs offered by USC International or to international students in relation to Study Abroad programs, and award programs (eg Bachelor and Master degree programs).

Contents

Part A Domestic students (students who were born in Australia or New Zealand, who have Australian or New Zealand citizenship, or who have Australian permanent residency status)

Part B International students (students enrolled in a University program, who are not Australian or New Zealand citizens and do not have Australian Permanent Residency status, and who are not international Exchange students)

Part A: Domestic students

Contents 

Definitions 
Procedures:  

• Section 1: Student contribution and tuition fees 
• Section 2: Refund of fees  
• Section 3: Higher Education Loan Programme 
• Section 4: Penalties for non-payment or late payment of fees  
• Section 5: Administrative and miscellaneous charges 
• Section 6: Australian Permanent Resident 
• Section 7: Appeals of decision

Definitions

Census date means the date determined by the University as the date on which an enrolment is taken to be finalised for a course of study in a given enrolment period.

Commonwealth supported place means a higher education place for which the Commonwealth of Australia makes a contribution towards the cost of education.

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 or who has sufficient student learning entitlement to be eligible for access to a Commonwealth supported place.

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

DEEWR means the Commonwealth Department of Education, Employment and Workplace Relations.

Enrolment period means a semester or session 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.

Higher Education Loan Programme means a loan programme to help eligible students pay student contributions (HECS-HELP), tuition fees (FEE-HELP) and overseas study expenses (OS-HELP).

Program means a complete set of courses that result in an award with which a student graduates, e.g. a Bachelor of Arts program.

Schedule of Fees means the listing of fees and charges determined under the Student Fees and Charges Policy.

Student means a person who has been admitted to a program or is enrolled in a course or a person whose name is entered on the Roll of Students.

Student contribution means the contribution that Commonwealth supported students make towards the cost of their education.

Student Learning Entitlement means an entitlement to a Commonwealth supported place.

University means University of the Sunshine Coast.

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

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

Section 2: Refund of fees

2.1 Tuition Fees

2.1.1 Students are entitled to a refund of tuition fees if they have formally withdrawn via USC Central from a course or program by the census date.

2.1.2 A student who has been excluded (expelled) for reasons other than academic performance will not be entitled to a refund of tuition fees.

2.2 Student contribution paid in advance (up-front)

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

2.2.2 Where an enrolment change is necessitated by illness or other exceptional and compassionate circumstances beyond the student’s control and which prevent the student from completing studies in that enrolment period, any refund of tuition fees is contingent upon approval of an application for Removal of Financial Liability in Special Circumstances.

2.2.3 A student seeking a refund of fees under item 2.2.2 above will complete the application form, “Removal of Financial Liability in Special Circumstances” available from Student Administration Student Services and online from the Student Portal and lodge that form with Student Administration.

2.2.4 The Deputy Vice-Chancellor or nominee will consider an application lodged under 2.2.3 above and make a decision on the application.

2.2.5 Students who consider they may be eligible for a re-credit of their Student Learning Entitlement (SLE) and subsequent refund of an amount of fees must apply within 12 months from the date specified as the day the enrolment change took effect or, where the student did not withdraw from a course, within 12 months from the enrolment period end date.

2.3 Refund Process

2.3.1 Requests for a refund must be made in writing to:
Student Fees
Director, Student Administration
Student Administration
University of the Sunshine Coast
Maroochydore DC Qld 4558

2.3.2 Payment of refunds approved under the Student Fees and Charges Policy and these procedures will be made within four (4) weeks of receiving a written request (or completed application form) for a refund from the student.

Section 3: Higher Education Loan Programme (HELP)

The provisions of the Higher Education Loans Programme (HELP) are determined by the Commonwealth Government: Student Administration implements procedures in relation to HELP as set out in the Higher Education Support Act 2003.

3.1 Remission of HECS-HELP and FEE-HELP Debt

3.1.1 A student may discontinue enrolment in a program, take leave of absence from a program or withdraw from a course(s): Where the notification of such change of enrolment is received after the census date, the student is liable to pay HELP as determined by the student’s 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 studies in that enrolment period, remission of a HELP debt is contingent upon approval of Student Learning Entitlement 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 took 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 late payment of fees

4.1 A late payment charge may apply where a student has not paid tuition fees or student contribution (where applicable) by the due date notified to the student.

4.2 A student is required to pay a late enrolment charge for enrolment or re-enrolment in course that is not made by the due date notified to the student, and 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 which is greater than the threshold determined by the Deputy Vice-Chancellor for this purpose will:

(a) not be permitted to enrol in courses in future enrolment periods
(b) have the student’s academic results withheld, and
(c) not be eligible to graduate.

4.4 In accordance with DEEWR requirements, the University will cancel the enrolment in a program of a Commonwealth supported student who has not complied with the student’s DEEWR obligation by the census date of that enrolment period.

4.5 A fee-paying student who has not paid tuition fees by the due date may have the student’s enrolment at the University cancelled.

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 studies at the University and cancelled from the program of study.

4.7 A student whose enrolment has been cancelled under item 4.6 or for non-payment of fees (with the exception of students cancelled under item 4.4) may apply for reinstatement of the 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 the enrolment reinstated, cannot be enrolled into a Commonwealth supported place after census date. (In this circumstance, the student can only be enrolled into a fee-paying place.)

4.9 Any enrolment which is reinstated in accordance with item 4.7 will 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 approved by the Deputy Vice-Chancellor and set out in the Schedule of Fees.

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 according to the processes for appeals as detailed in the Student Grievance and Appeals procedures and guidelines.

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 right to take further action under Australia's consumer protection laws.

Part B: International students

Notes

1. These procedures must be read in association with the Student Fees and Charges Policy and they apply except where the University has entered into a contractual arrangement outlining separate fee and refund arrangements, provided that those arrangements are consistent with any Commonwealth or State government requirements.

2. The procedures apply to international students except:

(a) international exchange students (international exchange students pay no course moneys [see definition below] direct to the University of the Sunshine Coast, fees and charges are subject to negotiated arrangements made between this University and the exchange student’s home institution), and

(b) English Language Program students or intending English Language Program students (refer to definition below) who undertake or propose to undertake an English Language Program at an institution other than the University of the Sunshine Coast as part of an articulated program (refer to definition below), in which case the fees and charges procedures of that other institution are applicable to the English Language Program component of the articulated program.

3. Some items below indicate different requirements or conditions that may apply to students in relation to English Language Programs offered by USC International or to international students in relation to Study Abroad programs and award programs (eg Bachelor and Master degree programs).

4. Wherever the word “student” is used in Sections 1 to 7 of these procedures it should be taken to include an intending student except in relation to matters concerning re-enrolment.

Contents

Definitions
Procedures:

• Section 1: Fees and charges payable
• Section 2: Payment of fees and charges
  If the student becomes an Australian Permanent Resident
• Section 3: Re-assignment of fees and charges
• Section 4: Penalties for non-payment, late payment or partial payment
• Section 5: Basis for refund, partial refund and non-refund of fees and charges
  • Full refund of fees and charges
  • Partial refund of fees and charges
    • If the student was refused a visa
    • If other circumstances apply
      • On campus award-program and Study Abroad students
      • English Language Program students

Definitions  

For the purposes of procedures in Part B only.

Agreed starting day means the day on which a program or course is scheduled to start, or a later day agreed between the University and an international student.

Articulated program means an arrangement involving a student undertaking a specified sequence of programs where the student is required to successfully complete the first program in the sequence before, and meet the entry requirements for, undertaking the second program in the sequence.

Award course means a course that is offered as part of an award program.

Award program means a set of courses, successful completion of which results in an award with which a student graduates from the University, e.g. a Bachelor, Master or Doctoral degree or a Graduate Certificate or Graduate Diploma.

Award-program student means an international student who is enrolled, or who is intending to enrol, in an award program.

Census date means the date determined by the University as the date on which an enrolment is taken to be finalised for an award course in a given enrolment period.

Commencing student means an international student who enrols or proposes to enrol for the first time in a specific program.

Continuing student means an international student who re-enrols or proposes to re-enrol in a specific program.

Course means:

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

Course moneys means money the University receives, directly or indirectly, from:

• an international student, or
• another person who pays the money on behalf of an international student

for a program or course that the University is providing, or offering to provide, to the student and includes:

• tuition fees, and
• any amount received by the University that the University is to pay, on behalf of the student, to a registered health benefits organisation, and
• any other amount that the student has/had to pay the University, directly or indirectly, in order to undertake the program or course

English Language Program means a program of instruction offered by USC International that is designed to enable an international student to acquire proficiency in the English language.

English Language Program student means a student enrolled in an English Language Program.

Enrolment period means a specified period for which a student is enrolled, eg a semester or session or term or number of weeks.

Fees and charges means moneys payable by an international student or the student’s agent as specified in the University’s Schedule of Fees or in a written agreement between the University and the student or agent.

Intending student means a person who is not an Australian or New Zealand citizen and does not have Australian Permanent Residency status and who has entered into a written agreement with the University to undertake a program or course with the University but who has not yet officially enrolled in or commenced that course or program.

International exchange student means a student who is not an Australian or New Zealand citizen and does not have Australian Permanent Residency status and:

• who is undertaking higher education studies at the University of the Sunshine Coast under an agreement reached between the University of the Sunshine Coast and the student’s institution of enrolment in an overseas country
• for whom fees and charges as listed in the University’s Schedule of Fees are not payable by the student to the University

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

Internship means an award course available to a Study Abroad student in which the student undertakes work experience or a work placement during enrolment at the University.

Overseas Student Health Cover means compulsory health/medical insurance for an international student on a student visa in Australia.

Program means a set of courses or sequenced instruction, eg a Bachelor of Arts program, or an English Language Program, or an Enabling Program, or an International Foundation Pathway, or a Study Abroad Program.

Schedule of Fees means the listing of approved University fees and charges determined under the Student Fees and Charges Policy and published on the University Website.

Student means a person who is enrolled in a course or program or a person whose name is entered on the Roll of Students.

Study Abroad student means an international student who undertakes studies at the University of the Sunshine Coast, that are not part of an award program, and that can earn credit towards the student’s higher education program in an overseas country, usually under arrangements reached between the University, the student and the student’s home institution in the overseas country.

Student default means an instance where an international student or intending international student has entered into a written agreement with the University to undertake a program or course and:

• the program or course starts on the agreed starting day, but the student does not start the course on that day (and has not previously withdrawn from the course or program), or
• the student withdraws from the program or course (either before or after the agreed starting day), or
• the University refuses to provide, or to continue providing, the program or course to the student because of one or more of the following events –
  • the student failed to pay an amount that the student was liable to pay the University, directly or indirectly, in order to undertake the program or course
  • the student breached a condition of a student visa or other visa
  • misconduct by the student.

University means University of the Sunshine Coast.

University default means an instance where the University has entered into a written agreement with an international student or intending international student to undertake a program or course and:

• the program or course does not start on the agreed starting day, or
• the program or course ceases to be provided at any time after it starts but before it is completed, or
• the program or course is not provided in full to the student because the University is prohibited under the Education Services for Overseas Student Act 2000 from offering the program or course

and the student has not withdrawn from the course or program before –

• the agreed starting day or census date as applicable, or
• the day on which the particular program or course ceased to be provided, or
• the day on which the University refused to provide or continue to provide the program or course to the student because of one or more of the following events –
  • the student failed to pay an amount that the student was liable to pay the University, directly or indirectly, in order to undertake the program or course
  • the student breached a condition of a student visa or other visa
  • misconduct by the student resulting in suspension of enrolment for or during an enrolment period or cancellation or termination of enrolment or expulsion from the University.

Procedures

Section 1: Fees and charges payable

1.1 Fees and charges payable to the University of the Sunshine Coast by international students will be set and published in accordance with the Student Fees and Charges Policy.

1.2 The fees and charges required to be paid to the University of the Sunshine Coast by an individual international student will be:

(a) as specified in a signed written agreement between the student and the University that is entered into prior to the student commencing in the program or course(s) to which the agreement pertains (refer also to item 2.2), and

(b) in the amount(s) as published in the University’s Schedule of Fees unless any reduced fee or charge has been specified in the written agreement, and

(c) itemised separately in the written agreement in order to indicate each fee or charge, including any reduction, or, where fees and charges have been consolidated and reduced as a “package”, be listed and clearly identified as components of that “package”.

1.3 Where additional fees or charges may be incurred by an international student either because of a choice exercised by the student or in the form of a penalty imposed on the student for failing to honour a condition of the written agreement or a condition of enrolment with the University, this information will be included in the written agreement together with a listing or indicative listing of such fees or charges.

1.4 Any fees or charges payable by an international student that are identified as “course moneys” (refer to definition above) will be clearly identified as such in the written agreement.

1.5 The types of fees and charges payable to the University by an international student may include, without being limited to, the following:

(a) tuition fees (including fees referred to as course or program fees)
(b) deposit or down-payment or holding fees
(c) application fees
(d) administration fees
(e) examination or test fees
(f) course surcharges (including for laboratory-based courses)
(g) booking fees (including for accommodation or airport transfer or other transport)
(h) internship or accommodation placement fees
(i) change of program fees
(j) late payment fees or charges
(k) cancellation of enrolment charges
(l) rent in advance for accommodation *
(m) overseas student health cover *

* Payments received for these items will be relayed by the University to an external provider who provides the accommodation or health/medical insurance cover.

1.6 Where the University offers or agrees to act as an agent for an international student by receiving money from a student for referral and payment on the student’s behalf to a third party, eg to a health/medical insurance agency or accommodation or transport provider, any administrative charge made by the University for providing that service will be stipulated in the written agreement between the student and the University.

Section 2: Payment of fees and charges

2.1 Fees and charges are required to be paid on or before:

(a) the date for payment or the dates for part payments or the dates for deposits and residual payments as specified in the written agreement between the student and the University that is entered into prior to the student commencing in the program or course(s) to which the agreement pertains, and

(b) in the case of additional fees or charges incurred under item 1.3 above, by the due date as subsequently notified to the student by the University.

2.2 Payment of program or course fees and any other charges must not be made prior to the international student (or a parent or legal guardian if the student is under 18 years of age) signing and lodging with the University the agreement entered into between the University and the student which, among other things will:

(a) identify the program or course(s) in which the student is to be enrolled and any conditions on the student’s enrolment, and

(b) provide an itemised list of fees and charges payable by the student or any other person who pays the moneys on behalf of the student (agent), and

(c) provide an explanation of what happens in the event of a program or course(s) not being delivered, and

(d) provide an explanation of what happens in the case of student default (refer to definition of “Student default”), and

(e) provide information in relation to any amounts that may or may not be refunded to the student or agent, and

(f) outline processes for claiming any refunds of moneys paid by the student or agent, and

(g) include a statement that “This agreement, and the availability of complaints and appeals processes, does not remove the right of the student to take action under Australia’s consumer protection laws”.

2.3 If the University receives from an international student or the student’s agent payment for any program or course fees and other charges in advance of receiving the signed agreement referred to in 2.2 above, the University will:

(a) immediately contact the student (or parent or guardian where applicable) or the student’s agent and advise that the moneys cannot be accepted without the signed agreement, and

(b) refrain from processing the moneys until the signed agreement is received.

2.4 If the student becomes an Australian Permanent Resident

2.4.1 An international award-program student who provides evidence of obtaining an Australian Permanent Resident Visa before the census date will:

(a) be regarded as a Commonwealth-supported domestic student in which case Part A of these procedures will apply to the student, and

(b) the student may request a refund of fees and charges paid (refer to sections 5 and 6 below).

2.4.2 An international award-program student who provides evidence of obtaining an Australian Permanent Resident Visa after the census date as stipulated in the written agreement will:

(a) remain liable for the relevant international student fees and charges for the current enrolment period, and

(b) from the start of the following enrolment period be regarded as a Commonwealth- supported domestic student in which case Part A of these procedures will apply to the student.

Section 3: Re-assignment of fees or charges

3.1 Where an international student or the student’s agent has paid moneys to the University in the form of an application fee for a program or course(s), the University may choose or choose not to re-assign part or all of those moneys as credit towards payment of other or subsequent fees payable by the student or the student’s agent after the student commences in the program or course(s).

3.2 Where the University might or does choose to exercise re-assignment of part or all moneys received as an application fee, the conditions upon which such re-assignment may or will be made is to be included in the written agreement between the University and the student or the student’s agent, and any subsequent decision to re-assign or not re-assign the moneys will be conveyed in a written notification to the student and any agent by USC International.

3.3 Where agreement is reached between the University and an international student that the student may transfer enrolment to a University program or course(s) other than that specified in the written agreement, the University will enter a new agreement with the student which will include details of any re-assignment of moneys received from the student under the original agreement towards moneys payable under the new agreement.

3.4 Where agreement is reached between the University and an international student, before the agreed starting date specified in the written agreement, that the student may defer commencement in the program or course(s) until a future intake into the specified program or course(s), the University:

(a) may choose or choose not to re-assign part or all of those moneys as credit towards payment of fees payable by the student for that future intake, and

(b) prior to the future intake, will enter a new agreement with the student which will include details of any re-assignment of moneys received from the student under the original agreement towards moneys payable under the new agreement.

Section 4: Penalties for non-payment, late payment or partial payment

4.1 If an international fee-paying student or the student’s agent has not paid fees and charges by the date specified in the written agreement or any later date as subsequently notified to the student and any agent, the University may, having regard to the circumstances in the particular instance:\

(a) impose a late payment charge or cancellation fee on the student, or

(b) cancel the enrolment of the student or decline to enrol or re-enrol the student until the outstanding fees or charges have been paid.

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

(a) not be permitted to enrol in a program or course(s) in future enrolment periods,

(b) have the student’s academic results withheld (where applicable), and

(c) not be eligible to graduate (where applicable).

4.3 An international student whose enrolment has been cancelled for non-payment of fees or charges may apply within fourteen (14) days of the notice of cancellation, through USC International, for reinstatement of the enrolment, provided that the international student or agent pays in full any outstanding amount owing to the University.

4.4 Any enrolment which is reinstated in accordance with item 4.3 will be deemed to have been continuous enrolment.

Section 5: Basis for refund, partial refund and non-refund of fees and charges

5.1 Full refund of fees and charges

5.1.1 Where the University is in default (refer to definition of “University default”) an international student or the student’s agent will be offered a refund of all moneys paid by the student or agent to the University for the purpose of the student undertaking the program or course(s) specified in the written agreement.

5.1.2 The refund will be paid to the international student or the student’s agent within 14 days of the agreed starting day or the day on which the program or course(s) ceased being provided.

5.1.3 As an alternative to 5.1.1 and 5.1.2 above, the international student may be offered enrolment in a specified alternative program or course(s) at the University or with another provider at no extra cost to the student.

5.1.4 An international student offered enrolment in an alternative program under 5.1.3 above has the right to choose whether to receive a full refund of all moneys or to accept a place in another program or course(s).

5.1.5 If an international student chooses placement in another program or course(s) under 5.1.3 above, the student and any agent of the student will be required to sign a document that indicates that the alternative placement has been accepted in lieu of the refund of moneys.

5.1.6 Where the University is in default and has acted on behalf of the international student in relation to payment of Overseas Student Health Cover, airport transfers, rent for accommodation and other outlays that the student was required to make in order to undertake the program or course(s), the University will:

(a) advise the student on processes for seeking a refund of moneys from the service provider, or make arrangements with the student and the service provider for a refund of moneys to be made to the student, and

(b) where there is evidence that the service provider did not or will not refund the full amount paid by the student, pay the student an amount equal to the difference between the amount paid by the student and the amount refunded by the service provider.

5.1.7 Where an international Study Abroad student has paid for enrolment in a course additional to the standard program enrolment and then, by no later than the census date or another date specified in the written agreement for finalisation of enrolment, advises the University in writing of the student’s withdrawal from the additional course, the fee for that additional course will be fully refundable.

5.1.8 Where an international Study Abroad student has paid a surcharge for a laboratory-based course as part of the standard program enrolment and then, by no later than the agreed starting day as specified in the written agreement for finalisation of enrolment, advises the University in writing of the student’s withdrawal from or cancellation of enrolment in that course, the surcharge will be fully refundable.

5.2 Partial refund of fees and charges

If the student was refused a visa

5.2.1 An on-campus international student or the student’s agent will be eligible for a partial refund of all moneys paid by the student or agent to the University for the purpose of the student undertaking the program or course(s) specified in the written agreement if evidence is provided by the student that the student was refused an appropriate visa and that refusal caused the student –

(a) to fail to commence the program or course(s) on the agreed starting day, or

(b) to fail to withdraw from the program or course(s) by the date set for withdrawal from the program or course(s) without penalty, or

(c) to fail to pay an amount the student was liable to pay the University in order to undertake the program or course(s) by the specified date for payment of that amount.

5.2.2 In the case of a partial refund made under item 5.2.1 above, the refund will be calculated on the following basis:

(a) the total of the course money the University received from the international student or the student’s agent for the period of enrolment specified in the current written agreement between the University and the student or in any subsequent notification, less

(b) the total of amounts relating to expenses the University incurred with respect to the student, for the enrolment period for the program or course(s) specified in the written agreement, at the date a request was received from the student or agent for a refund of course moneys, and the amounts comprising the total will be –

(i) administration expenses totalling no more than the lesser of either

• A$250, or
• 5 percent of the total amount of course moneys that the University received in respect of the student for the program or course(s) before the agreed starting day

(ii) that part of the expenses incurred by the University for travel, accommodation and other domestic services provided or arranged for the student that cannot be offset by providing those services to someone else

(iii) the cost of books, equipment and other materials purchased or produced for the program or course(s) with respect to the student

(iv) the proportion of the course moneys that the provider received in respect of the student that is equal to the proportion of the program or course(s) that was provided to the student in the enrolment period specified in the current written agreement up to the date of verification that the student had been refused a student visa or had been unable to meet the conditions stipulated for enrolment or re-enrolment in the program or course(s).

If other circumstances apply

5.2.3 Where an international student is in default (refer to definition of “Student default” above), the student or the student’s agent may be eligible for a partial refund of all moneys paid by the student or agent to the University for the purpose of the student undertaking the program or course(s) specified in the written agreement (refer to items 5.2.4 and 5.2.5 below).

On-campus award-program students and Study Abroad students

5.2.4 An international on-campus award-program student or Study Abroad student (refer to definitions) is eligible for a partial refund under the following circumstances and conditions:

(a) where the student is a commencing student and by no later than 28 days before the agreed starting date has advised the University in writing of the student’s intention not to proceed with enrolment in the program as a whole, 90 percent of the program fees paid by the student or the student’s agent will be refundable in the calculation of all moneys to be refunded to the student [refer to 5.2.4 (d)]

(b) where the student is a commencing student and within 27 days of the agreed starting date has advised the University in writing of the student’s intention not to proceed with enrolment in the program as a whole, 70 percent of the program fees paid by the student or the student’s agent will be refundable in the calculation of all moneys to be refunded to the student [refer to 5.2.4 (d)]

(c) where the student enrols or re-enrols in the program by the agreed starting date and the program has started then, by no later than the census date or another date specified in the written agreement for finalisation of enrolment, advises the University in writing of the student’s withdrawal from the program as a whole, 50 percent of the program fees paid by the student or the student’s agent will be refundable in the calculation of all moneys to be refunded to the student [refer to 5.2.4 (d)]

(d) the basis for calculation of moneys refundable to the student will be the total of the course moneys the University received from the international student or the student’s agent for the period of enrolment specified in the current written agreement between the University and the student or in any subsequent notification, less

(i) 10 percent or 30 percent or 50 percent of program fees depending on whether the student met the conditions of 5.2.4 (a) or 5.2.4 (b) or 5.2.4 (c) above, and less

(ii) any Internship Placement Fee paid, and less

(iii) any Accommodation Placement Fee paid, and less

(iv) any rent paid in advance for four weeks rental/Homestay accommodation, and less

(v) any additional rent paid and consumed, or paid in advance but not consumed unless the student had given notice in writing of discontinuation of the rental/Homestay accommodation at least 14 days prior to the discontinuation and no lease had been entered into with the accommodation provider, and less

(vi) any Airport Transfer Fee paid unless the student had given notice in writing of cancellation of the airport transfer at least 14 days prior to the date scheduled for the airport transfer, and less

(vii) the cost of books, equipment and other materials purchased or produced for the program or course(s) with respect to the student, and less

(viii) all or any part of other expenses incurred by the University for services provided or arranged for the student that cannot be offset by providing those services to someone else.

English Language Program students [refer also to note 2(b) at the start of Part B]

5.2.5 An international English Language Program student (refer to definitions) is eligible for a partial refund under the following circumstances and conditions:

(a) where the student by no later than 28 days before the agreed starting date has advised the University in writing of the student’s intention not to proceed with enrolment in the program, the program fees paid by the student or student’s agent will be refundable in the calculation of all moneys to be refunded to the student [refer to item 5.2.5 (c)]

(b) where the student within 27 days of the agreed starting date has advised the University in writing of the student’s intention not to proceed with enrolment in the program, 75 percent of the program fees paid by the student or student’s agent will be refundable in the calculation of all moneys to be refunded to the student [refer to item 5.2.5 (c)]

(c) the basis for calculation of moneys refundable to the student will be the total of the course moneys the University received from the English Language Program student or the student’s agent for the period of enrolment specified in the current written agreement between the University and the student or in any subsequent notification, less

(i) 25 percent of program fees depending on whether the student met the conditions of 5.2.5 (b) or 100 percent of program fees if the student advised the University in writing after the agreed starting date of the student’s intention not to proceed with enrolment in the program or failed to commence the program on the agreed starting date or withdrew from the program on or after the agreed starting date, and less

(ii) the English Language Program Application Fee, and less

(iii) up to A$250 of any deposit paid for an articulated program, and less

(iv) any Accommodation Placement Fee paid, and less

(v) any rent paid in advance for four weeks rental/Homestay accommodation, and less

(vi) any additional rent paid and consumed, or paid in advance but not consumed unless the student had given notice in writing of discontinuation of the rental/Homestay accommodation at least 14 days prior to the discontinuation and no lease had been entered into with the accommodation provider, and less

(vii) any Airport Transfer Fee paid unless the student had given notice in writing of cancellation of the airport transfer at least 14 days prior to the date scheduled for the airport transfer, and less

(viii) the cost of books, equipment and other materials purchased or produced for the program or course(s) with respect to the student, and less

(ix) all or any part of other expenses incurred by the University for services provided or arranged for the student that cannot be offset by providing those services to someone else.

5.2.6 English Language Program students who are seeking a refund for any moneys paid for Overseas Student Health Cover will need to contact the agency or service provider with whom they have taken out that cover.

5.3 Non-refund of fees and charges

5.3.1 An international student who has been excluded or expelled from the University or had their enrolment cancelled or terminated by the University for reasons other than unsatisfactory academic performance or progress is not entitled to a refund of any fees or charges paid by the student or the student’s agent to the University.

5.3.2 Except as provided under items 5.1, 5.2 and 5.4, an international student or the student’s agent is not entitled to a refund of moneys paid to the University in the form of fees and charges.

5.3.3 An international on-campus award-program or Study Abroad student who withdraws, by no later than the census date or another date specified in the written agreement for finalisation of enrolment, from a course that forms part of the student’s whole program of enrolment is not entitled to any refund of moneys for the particular course, and, in the case of an award-program student, a proportion of the moneys paid by the student for enrolment in the program as a whole, equal to the cost of tuition fees for the particular course, is held by the University in the form of credit towards the cost of tuition fees for an alternative or future award course to be undertaken by the student.

5.3.4 In the case of an English Language Program student who withdraws from the student’s program on or after the agreed starting date (in which case no refund of program fees is payable to the student), the University may, depending on the particular circumstances, choose or choose not to credit up to 75 percent of the program tuition fee received from the student towards the cost of program tuition fees for a future English Language Program to be undertaken by the student.

5.4 Removal of financial liability in exceptional circumstances

5.4.1 The University may, not withstanding the provisions of items 5.1, 5.2 and 5.3 above, choose to refund moneys in full or part, or to refund amounts additional to any refund of moneys calculated under 5.2.4 and 5.2.5, to an international student or the student’s agent on the basis of evidence provided by the student that exceptional circumstances beyond the student’s control prevented the student from honouring the written agreement between the University and the student or from commencing or continuing in the program.

Section 6: Refund Processes

6.1 In the case of University default, a refund will be made to the international student or the student’s agent by no later than 14 days after the date on which the University defaulted and the student will not be required to make a written request for a refund.

6.2 In the case of student default, an international student who wishes to request a refund of fees and charges paid to the University must make the request in writing addressed to:

International Student Fees
The Pro Vice-Chancellor (International and Development)
University of the Sunshine Coast
Maroochydore DC Qld 4558
Australia

6.3 The Pro Vice-Chancellor (International and Development), in consultation with relevant staff of USC International and Student Administration, will recommend to the Deputy Vice-Chancellor in relation to any request for a refund or waiver of fees and charges, and the Deputy Vice-Chancellor will make a determination on the request.

6.4 Where payment of a refund has been approved under the Student Fees and Charges Policy and these Procedures, the payment will be made within 28 days of the University receiving the written request for a refund from the relevant international student or the student’s agent.

6.5 When an amount is refunded to an international student or the student’s agent, USC International will provide the student or agent with a statement explaining how the refund amount has been calculated.

6.6 A refund of fees and charges in relation to an international student must be made in the same currency in which the fees and charges were paid and be made to the party who entered into the written agreement with the University, unless that person directs the University otherwise in writing.

Section 7: Grievances and appeals

7.1 A student may appeal against a decision made with respect to fees and charges, including refunds, and the appeal must be lodged in writing according to the processes for appeals as detailed in the Student Grievance and Appeals procedures and guidelines.

7.2 Availability of the University’s grievance and appeal processes does not remove the right of an international student or intending international student to take action under Australia’s consumer protection laws or to lodge an appeal with a relevant external body or to take other legal action.

END