Guidelines for Domestic Full Fee Paying and Commonwealth Supported Student Fee Collection

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1 Guidelines for Domestic Full Fee Paying and Commonwealth Supported Student Fee Collection Background A Fees Collection Committee (Domestic) was established in July 2002 to monitor payment compliance in relation to outstanding tuition fees for domestic fee paying and Commonwealth supported students. Membership of the Fees Collection Committee (Domestic) is as follows: Manager Student Centre, or delegate (Chair) Assistant Director, Finance, or delegate Nominee, Dean, Faculty of Education Nominee, Dean, Faculty of Business Nominee, Dean, Faculty of Health Science Nominee, Dean, Faculty of Arts Nominee, Dean, Faculty of Law Nominee, Dean, Faculty of Science, Engineering and Technology Quorum will require attendance of three Committee members with compulsory attendance of the Manager, Student Centre or delegate. Voting will be decided by majority. Support team: Administrative Officer, Enrolment and Fees Team The support team provide assistance as required to the Committee in the provision of documentation, reports and advice in relation to all outstanding tuition fee and commonwealth support compliance matters. The Committee will meet during semester as detailed in the timelines schedule detailed on page 2. Extra meetings may be convened if necessary. The Fees Collection Committee (Domestic) is responsible for the implementation and monitoring of guidelines and procedures supporting tuition fee collection and for the monitoring of tuition fee payment. This involves regular meetings to: monitor tuition fee collection monitor collection of previous years outstanding tuition fees monitoring submission of Commonwealth assistance forms authorise cancellations advise cancellations of enrolment to the Academic Registrar approve reinstatement of enrolment review and update fee collection guidelines Domestic Fees Guidelines 2 March 2006 Page 1 of 8

2 Timeline Schedule Calculation Table - Domestic Semester Timing Domestic Invoices new run CSP/FFPAU 1, 2 60 days prior to fees due date CAF (FEE/HECS HELP) or FFPAU payment due 1, 2 Set by Committee CAF/FFPAU Reminder 1 (payment or form due) 1, 2 5 days prior to CAF/fees due date CAF/FFPAU Reminder 2 (due and cancel prompt) 1, 2 3 days after CAF/fees due date CAF/FFPAU cancellation 1, 2 10 days after fees due date Cancellation of students who have not paid 1, 2 14 days after CAF/fees due date Domestic Fees Committee meeting re cancellations 1, 2 4 days after census List to Academic Registrar recommending cancellations All Day of Committee meeting Final date for re-instatement of enrolment 1, 2 7 days after cancellation Allocation finalised 1, 2 7 days after census Domestic Fees Committee meeting re re-instatements 1, 2 2 days after final reinstatement CAN generated 1, 2 1 day after allocation CAN last date for student query 1, 2 14 days after generation CAN final: reinstatement/mop up of incorrect CANs 1, 2 1 day after query 1, 2 Invoices new run 3, 4, 5 15 days prior to fees due date Census date 3, 4, 5 Friday for non standard CAF (FEE/HECS HELP) or FFPAU payment due 3, 4, 5 Monday prior to census CAF/FFPAU Reminder 1 (payment or form due) 3, 4, 5 5 days prior to CAF/fees due date CAF/FFPAU Reminder 2 (due and cancel prompt) 3, 4, 5 3 days after CAF/fees due date CAF/FFPAU cancellation 3, 4, 5 Census date Cancellation of students 3, 4, 5 1 day after census date Domestic Fees Committee re cancellations 3, 4, 5 4 days after census CAN generated 3 1 February and 1 March CAN generated 4 1 July and 1 August CAN generated 5 1 December and 23 December CAN final: reinstatement/mop up of incorrect CANs 3, 4, 5 1 day after query date Domestic outstanding report logged to server 3, 4, 5 1 st day of month S&A invoices All 1 day after CAN generation Calculation Table General Semester Timing Census date Semester March Census date Semester August Unit Census Report All Census Date Sponsor Invoices Date set by Committee Fees Committee sponsors Day before follow-up Sponsor Follow-up 1 6 weeks after census Sponsor Follow-up 2 10 weeks after census Invoices generated (Thursday) All Each Thursday after new invoice Fees Module Data checks All Each invoice run Domestic Fees Guidelines 2 March 2006 Page 2 of 8

3 FEE PAYING STUDENTS Non-payment of tuition fees It is a student s responsibility to pay all tuition fees owing by the relevant due date. Tuition fees invoices are issued to students prior to the commencement of each semester, or the first Thursday immediately after enrolment if this occurs after the semester has commenced Non-payment of outstanding tuition fees will result in enrolment cancellation. If enrolment cancellation occurs the student will not be eligible to attend classes, sit examinations or to graduate. Payment Semester 1 and 2 Payment is due on the relevant due date for the semester. Due dates are normally recommended to be the first Friday of the semester. Payment method options: Post Bill Pay at Australia Post offices using the relevant fee invoice Bpay using Bpay Reference number and Biller Code on the relevant fee invoice Post Bill Pay via phone on using Bill Pay Code and Reference number Post Bill Pay via internet at postbillpay.com.au Payment for Spring, Summer and Winter Schools All tuition fees for Spring, Summer and Winter School units are due on the Monday prior to the Friday census date for the relevant unit. Students enrolled in Spring, Summer and Winter Schools will be sent an invoice detailing each unit due date. eg, Census date = Friday 13 th January and Due Date = Monday 9 th January Census dates for Spring, Summer and Winter School units are set each year and are available on the web and included in information ed to students. Students who do not make full unit payment by the relevant unit due date will have the unit automatically withdrawn with a unit cancellation comment as at the unit census date. FEE HELP Forms FEE HELP is a loan scheme that assists eligible students to pay their tuition fees. FEE HELP can cover all or part of a student s tuition fees. In order to access FEE HELP a student must meet the eligibility requirements and submit a valid FEE HELP form to the University by the relevant due date. Domestic Fees Guidelines 2 March 2006 Page 3 of 8

4 COMMONWEALTH SUPPORTED PLACE (CSP) STUDENTS Commonwealth Assistance Forms A Commonwealth supported place is a higher education place for which the Australian Government makes a contribution to the University towards the cost of education. A student enrolled in a Commonwealth supported place is required to complete and submit a valid Commonwealth assistance form by the relevant due date set by the University. A Commonwealth supported student may, subject to citizenship or residency requirements, elect to defer their fees. If the student wishes to defer their fees then they must also submit their tax file number details on the Commonwealth assistance form. Payment Semester 1 and 2 Payment is due on the relevant due date for the semester. Due dates are normally recommended to be the first Friday of the semester. Payment method options: Post Bill Pay at Australia Post offices using the relevant fee invoice Bpay using Bpay Reference number and Biller Code on the relevant fee invoice Post Bill Pay via phone on using Bill Pay Code and Reference number Post Bill Pay via internet at postbillpay.com.au Payment for Spring, Summer and Winter Schools All fees for Spring, Summer and Winter Schools are due on the Monday prior to the Friday census date for the relevant unit. Students enrolled in Spring, Summer and Winter Schools will be sent an invoice detailing each unit due date. eg, Census date = Friday 13 th January and Due Date = Monday 9 th January Census dates for Spring, Summer and Winter Schools are set each year and are available on the web and included in information ed to students. Students who do not make full unit payment by the relevant unit due date, do not meet the eligibility requirements to defer their semester fees or, if eligible to defer their semester fees, have not submitted a tax file number will have the unit automatically withdrawn with a unit cancellation comment as at the unit census date. Domestic Fees Guidelines 2 March 2006 Page 4 of 8

5 Up-front or partial payment of fees A Commonwealth supported student may, subject to citizenship or residency requirements, elect to pay all or part of the semester fees owing or defer their fees. The upfront or partial payment must be made by the relevant due date. Fee invoices are issued to students prior to the commencement of each semester, or the first Thursday immediately after enrolment if this occurs after the semester has commenced Students who do not meet the citizenship or residency requirements are required to pay full upfront fees. Non-payment of the full upfront fees may result in enrolment cancellation. If enrolment cancellation occurs the student will not be eligible to attend classes, sit examinations or to graduate. FEE PAYING/CSP STUDENTS Cancellation Procedure Semester 1 and Semester 2 The Fees Collection Committee (Domestic) will authorise cancellations of enrolment in the following circumstances: i. the student has not made full payment by the due date, or ii. the student has not submitted a valid commonwealth assistance form, and/or iii. the student has not submitted a tax file number Students will be notified immediately of their cancellation of enrolment with advice as to what are the guidelines for possible reinstatement of enrolment. The reinstatement option will be open for a ten day period after which reinstatement will no longer be possible. The Fees Collection Committee (Domestic) will report all final cancellations (after reinstatement period) of enrolment for non-payment of tuition fees and non-submission of commonwealth assistance forms to the Academic Registrar. Students will be advised via of the cancellation of their enrolment and will receive an amended enrolment statement displaying cancellation withdrawal details. A cancellation comment will be recorded on the student s record and this will remain in place as a permanent record. Spring, Summer and Winter Schools The Fees Collection Committee (Domestic) will authorise cancellation withdrawals of units in the following circumstances: i. the student has not made the full unit payment by the relevant due date, or ii. the student has not submitted a valid assistance form, and/or iii. the student has not submitted a tax file number Domestic Fees Guidelines 2 March 2006 Page 5 of 8

6 Reinstatement A reinstatement fee of $200 may apply to any student who wishes to pay their fees after cancellation and apply for a reinstatement. Reinstatements will be automatically applied if all conditions are met. A student who has had a cancellation of enrolment may apply for reinstatement in the following circumstances: i. the full payment is made within nine calendar days of the cancellation notice, and ii. the student has not had a previous cancellation and reinstatement recorded, and iii. the student has submitted a valid assistance form, and/or iv. the student has submitted a tax file number, and v. if levied, the $200 reinstatement fee is paid Students will be advised via of the status of reinstatement of enrolment. A reinstatement comment will be recorded on the student s record and this will remain in place as a permanent record. Note: There is no provision for reinstatement of a Spring, Summer or Winter School units due to timing constraints. Review Process In the event of a dispute a student may apply in writing to the Academic Registrar for a review of the decision by the Fees Collection Committee (Domestic). Application for a review should be submitted in writing stating the grounds for application and include relevant supporting documentation. Applications for review should be submitted within 5 days of the date of the decision. Students will be advised in writing of the outcome of their review within 10 working days. Scholarships A scholarship is defined as a partial or full reduction of an individual student s fees. A scholarship is normally an internal university arrangement and money is transferred via the use of relevant account codes. Note: there is one or two exceptions to this rule where the money is paid using central University accounts. New scholarships are created subject to authorisation and approval of the relevant Head of Budget Centre and are entered on the Unified Student Record System, by the Enrolment and Fees Team, when the student is first enrolled. Monitoring of scholarships Existing scholarships will be monitored on an annual basis in December of each year after finalisation of the current year s results. Domestic Fees Guidelines 2 March 2006 Page 6 of 8

7 The Fees Officer in the Enrolment and Fees Team (EFT) will provide to the Public Relations& University Extension Unit (PRUE) a full list of students with a current scholarship. PRUE will complete the annual review and forward to the Fees Unit by mid December full details of any student who is no longer eligible to receive a scholarship. Sponsorships A sponsor is defined as payment by a third party. It may be an internal or external body undertaking full payment of a student s fees. All sponsors are invoiced using the sponsor invoices and payment is made for the relevant student(s). Sponsor invoices are generated on a semester basis prior to the census date. For Spring, Summer and Winter Schools invoices are generated on an ad hoc basis. New sponsorships are created subject to authorisation and approval of the relevant Head of Budget Centre and are entered on the Unified Student Record System, by the Enrolment and Fees Team, when the student is first enrolled. Monitoring of sponsorships Sponsor codes will be monitored on an annual basis in December of each year. The Enrolment and Fees Unit will provide a full list of all students with sponsor arrangements to the following areas: Graduate Research Unit (GRU) Public Relations & University Extension (PRUE) Faculties The relevant area will complete the annual review and forward to the Fees Unit, EFT by mid December full details of any student who is not eligible to receive a sponsorship. Refunds Students who have made payments in excess of the cost of their tuition fees or who have changed course or units will receive a credit notice after census date. Students will have 2 options 1. Apply for a refund (by completing the details on the credit notice/refund form ), or 2. Elect to have the credit amount transferred to the next semesters fees (this will happen automatically if students do not complete the credit notice/refund form). The University will refund all of your fees if The unit does not commence on the published start date The unit commences but is not offered to completion Refunds will be paid within 4 weeks after receipt of your completed Request for Refund Form. Domestic Fees Guidelines 2 March 2006 Page 7 of 8

8 Debarral A debarral is a flag that is automatically set against an individual student record when the student has outstanding tuition or other University debts. The debarral will block access to all final results across the full enrolment record, block production of an Academic Transcript and prevent a student from graduating. Debarrals will be recorded for a student record in the following circumstances: i. the student is on a sponsor arrangement and the sponsor payment has not been finalised, or ii. the student has outstanding Services and Amenities debts, or iii. the student has any other outstanding University debts Debarrals will be automatically lifted on completion of payment of the full outstanding debt. Remissions The University can, in special circumstances, remit a student fee. Applications for remission are assessed on a monthly basis by the Fees Remission Committee. Students wishing to apply for remission of a semester debt need to apply through the general Remissions and Withdrawal without Academic Penalty process coordinated by the Enrolments Office, EFT. The Remissions Committee undertakes the assessment, approval and advice to students on applications for remission. For full details on remission refer to the Remission Guidelines at Domestic Fees Guidelines 2 March 2006 Page 8 of 8