Policies and procedures
POLICY NO: A - 47.5
DATE OF APPROVAL: October 2004
AMENDMENTS:
REFERENCE AUTHORITY:
CROSS REFERENCES:
CONTENTS:
This policy describes how the University determines and administers student
fees, loans and charges, including the collection of student fees, the
administration of student loans, the refund of student fees and the
administration of third party contracts as applied to student fees. The policy
is divided into sections; each section presents the policy and procedural
requirements for each fee or loan activity. Definitions of key terminology are
contained in Appendix 1.
The policy complies with the principles and legislative requirements contained
in the Higher Education Support Act 2003 (HESA) and the Administrative
Information for Higher Education Providers published by the Department of
Education, Employment and Workplace Relations (DEEWR).
1.1 The University will determine student contribution
amounts and/or tuition fees for each academic program in which students are
enrolled.
1.2 University Council is responsible for setting and approving
tuition fees for international students, and for undergraduate and postgraduate
domestic students who are not Commonwealth Supported.
1.3 Schools, research institutes and divisions are responsible
for recommending tuition fees for full fee-paying undergraduate and postgraduate
students. Tuition fees for full fee-paying undergraduate and postgraduate
students are initially approved as part of the program approval process and are
applied to the first year of delivery of a program. In subsequent years fees are
reviewed, and any proposed increase must be submitted for the approval of Senior
Management Group.
1.4 Tuition fees will not be charged for unsupported work
experience in industry courses.
2.1 It is the responsibility of the University to ensure that:
2.1.1 accurate and accessible information is available about all fees and charges, including student contribution amounts, tuition fees, invoice due dates and payment methods
2.1.2 information about tuition fees is provided to the Minister, and to students free of charge, each year according to the following schedule:
- 1st April for courses with a census date between 1st July and 31st December in the same year
- 1st October for courses with a census date between 1st January and 30th June in the subsequent year.
2.1.3 the published fees include sufficient information to enable a pro-rata calculation of the fee for each course in a program. The pro-rata fee will not be less than the student contribution amount for that course.
2.1.4 multiple payment options are available for students who study either on-campus or off-campus
2.1.5 due dates for payment of invoices are communicated through the student portal
2.1.6 fees and charges that are outside the requirements of HESA or that contravene the Incidental Student Fees and Charges Guidelines (see Appendix 3) are not levied against students
2.1.7 processes are in place for dealing with student grievances, disputes and administrative errors in relation to tuition fees, student contributions and loans.
3.1 It is the responsibility of all students to ensure that:
3.1.1 their enrolment record is up-to-date and correct by the census date for each study period in which they enrol
3.1.2 their personal contact details are up-to-date and accurate
3.1.3 emails and any other correspondence concerning student fees and due dates for payment are read and acted upon in a timely manner
3.1.4 third parties who have agreed to pay fees on behalf of the student are informed of the due date for payment for each study period in which the student is enrolled
3.1.5 all tuition fees are paid by the due date. Student contribution amounts are either paid by the due date or the student has completed the documentation required to apply for a HELP loan
4.1 The Director: Student and Academic Services is responsible for the administration of student fees and loans included in this policy.
4.2 UniSA International, in collaboration with Student and Academic Services, divisions and transnational partners, is responsible for the collection of tuition fees from transnational students.
4.3 The University must issue an Enrolment Confirmation Notice (ECN) and liability notice for each study period to the following students:
- domestic fee-paying students who do not receive any form of Commonwealth assistance
- research candidates holding RTS places
- international students
- incoming exchange students
The notice will include the name and catalogue number of course(s) in which the student is enrolled, enrolment load, the census date, the student liability status, and the total outstanding debt.
4.4 Student Finance will invoice student fees in accordance with the enrolment and liability status of the student as recorded in the student record system, and according to the tuition fee as set and published on the University website.
4.5 Students may view and print invoices via the student portal.
4.6 All domestic and international students will have the option to pay their fees by UniSA Web-Pay (credit), BPay (credit / debit) or Australia Post Billpay (cash, cheque, or credit / debit card for domestic students). International students paying by bank draft are required to send their draft directly to Student Finance. Payment of student tuition fees or student contribution amounts will not be accepted at Campus Central.
4.7 Students who wish to seek an extension to pay tuition fees beyond the invoice due date are required to apply in writing to the Director: Student and Academic Services. Extensions will be granted only where appropriate documentary evidence of special circumstances that prevented the payment of fees for the specified study period is provided. In no circumstances will an extension of more than 120 days be granted.
4.8 Payments for student tuition fees that are received after the census date
will be accepted and placed against the outstanding tuition costs.
5.1 A Commonwealth supported place is a higher education place for which the Commonwealth makes a financial contribution.
5.2 The University will determine the eligibility of students for Commonwealth support or assistance in accordance with the citizenship and residency requirements, as determined under HESA.
5.3 Commonwealth grant funds provided for domestic students will not be used to provide or subsidise places for international students.
5.4 Commonwealth Supported students enrolled in Commonwealth supported places who have completed a Request for Commonwealth Assistance form (CAF) and have chosen to pay their student contribution either in full or partially, must pay the invoice by due date.
5.5 Payments for student contribution amounts that are received after the census date will not be accepted for the current study period. Such payments will be placed in excess on the student account and applied to the next study period.
6.1 Fee-paying undergraduate students (FPUGS)
6.1.1 Undergraduate domestic tuition fees are aligned with Fee Paying Overseas Student (FPOS) fees to ensure that the University has a single equitable fee.
6.1.2 Where no fee is set for international students, the domestic tuition fee is calculated to reflect cost recovery for the program, that is, the student contribution amount plus the Commonwealth contribution provided through the Commonwealth Grant Scheme.
6.1.3 FPUGS tuition fees are set at the program level for 18 or 36 units each year, and each course within a program is charged at the course unit value (e.g. 3, 4.5 or 9 units). Where courses in a program also include Commonwealth supported places, the pro-rata tuition fee will be at least equivalent to the student contribution amount that would be charged for that course
6.1.4 Students who have exhausted their Student Learning Entitlement (SLE), or who write to the University advising they do not wish to be Commonwealth supported are liable to pay a tuition fee, as determined by the University, in full and by the due date. In these cases tuition fees are calculated to reflect cost recovery for a program.
6.1.5 FPUGS tuition fees may be changed on an annual basis as part of the review process (see clause 1.3)
6.1.6 Students will be advised in the letter of offer that fees are subject to change on an annual basis.
6.2 Fee-paying postgraduate students (FPPS)
6.2.1 Program tuition fees for domestic postgraduate coursework programs will, as a minimum, be calculated to reflect cost recovery for the program, that is, the student contribution amount plus the Commonwealth contribution provided through the Commonwealth Grant Scheme.
6.2.2 FPPS tuition fees are set at the program level for 18 or 36 units each year, and each course within a program is charged at the course unit value (e.g. 3, 4.5 or 9 units). Where courses in a program also include Commonwealth supported places, the pro-rata tuition fee will be at least equivalent to the student contribution amount that would be charged for that course
6.2.3 FPPS tuition fees may be changed on an annual basis as part of the review process (see clause 1.3)
6.2.4 Students will be advised in the letter of offer that fees are subject to change on an annual basis.
7.1 Program tuition fees for international students will, as a minimum, be calculated to recover the full operating and capital costs associated with providing all courses to be undertaken by an international student.
7.2 International student tuition fees are set at the program level for 18 or 36 units each year, and each course within a program is charged at the course unit value (e.g. 3, 4.5 or 9 units). The fee remains in place for the duration of the student's enrolment at UniSA regardless of fee changes to the program in subsequent years. However, if the student is admitted to another program, they are liable for any increase in fee associated with admission to the new program.
7.3 Commencing international students are required, before enrolling, to pay 50 percent of the first year's tuition fees. Payments may be mailed and paid by credit card, cheque or bank draft directly to the International Prospective Students Office or the Graduate Studies Office, as per the directions in the letter of offer.
7.4 Continuing international students, including those commencing a second or subsequent program, will be charged tuition fees each study period, based on their enrolment load (total unit value).
7.5 Late payment of international student fees may incur a charge of $100.
8.1 The transnational student tuition fee must be no less than the relevant minimum indicative fee specified in the Commonwealth Grant Scheme Guidelines.
8.2 Transnational student tuition fees will be charged to the student by the partner institution in accordance with the agreement between the partner institution and the relevant division or UniSA International.
8.3 Students who are enrolled with transnational education providers are required to pay the full the amount of the invoice by the due date. Failure to do so will result in the student being placed in bad financial standing (see clause 18).
8.4 Students enrolled in transnational programs normally study the whole of their program offshore.
9.1 Incoming study abroad students will be charged a fixed tuition fee for each study period, independent of load. These fees will be set annually.
9.2 Incoming study abroad students are required to pay fees for each study period in full before enrolment, and are not permitted to pay by installment.
9.3 Outgoing study abroad students are liable only for the fees at the overseas provider they are visiting.
9.4 Incoming exchange students who enrol in a Commonwealth supported program for which there is a formal exchange agreement with the home provider are liable only for the tuition fees of their home (awarding) provider. UniSA must provide a Confirmation of Enrolment to each student.
9.5 Outgoing UniSA exchange students who are enrolled in a Commonwealth supported program for which there is a formal exchange agreement with the host provider are eligible for HECS-HELP or FEE-HELP under the same provisions that apply if they were studying in Australia.
10.1 The student contribution amount or tuition fees for cross institutional study are set by the host provider.
10.2 Domestic students who are enrolled in a fee-paying
place at their home provider may request a Commonwealth supported place with the
host provider. Students must complete the relevant request for Commonwealth
assistance form at both the home and host provider. The application must be
approved by both providers and will depend on whether the host provider has
Commonwealth supported places available.
11.1 Domestic and international non-award students will be charged a tuition fee according to the unit value of the course and whether the course is undergraduate or post graduate level. The fee is determined by the division in which the program is offered.
11.2 Where the program includes courses in which Commonwealth supported students are enrolled, the tuition fee per unit must be at least equivalent to the student contribution amount for that course.
11.3 The fees are set by the division at the commencement of each academic year, recorded on the student information system, and published on the University website.
12.1 Audit students are required to pay tuition fees as determined by the division in which the course(s) are offered.
12.2 The fees are set by the division at the commencement of each academic year, recorded on the student information system, and published on the University website.
13.1 Research candidates who enrol beyond their RTS allocation will be required to pay a tuition fee calculated on the basis of enrolment load, as approved through the program approval process (see clause 1.3) and published on the University web site.
14.1 FEE-HELP is a Commonwealth loan scheme that is available to Australian citizens, holders of permanent humanitarian visas, and holders of permanent visas undertaking bridging studies for overseas trained professionals. This assistance enables students who are not Commonwealth supported to defer the payment of some or all of their tuition fees.
14.2 Domestic fee-paying undergraduate students, postgraduate coursework students and students who study through Open Universities Australia may apply for a FEE-HELP loan.
14.3 Undergraduate students who apply for a FEE-HELP loan will be charged a 20% fee for the amount of the loan. The loan fee will not count towards the FEE-HELP limit.
14.4 FEE-HELP debts acquired in relation to postgraduate study are interest free.
14.5 HECS-HELP is a Commonwealth loan scheme that provides Commonwealth Supported students with assistance in paying student contribution amounts for unit(s) of study in which they are enrolled. The assistance covers their student contribution. A discount applies if they choose to pay all, or a minimum of $500, of their student contribution up-front.
14.6 Australian citizens and holders of permanent humanitarian visas are eligible for HECS-HELP. HECS-HELP loans are indexed each year in accordance with the Consumer Price Index.
14.7 Students seeking a HECS-HELP loan or intending to make a partial up-front payment of their debt must submit a Request for Commonwealth Support and HECS-HELP form (CAF) with their Tax File Number (TFN) on or before the census date for the first period of study in their chosen program. The request remains valid for all subsequent courses undertaken as part of that program but must be re-submitted each year via myEnrolment or at a Campus Central office, and when a change of program has been approved for the student.
14.8 Student contribution amounts for a student who has requested a HECS-HELP loan will be calculated for each study period. The amount shown on the invoice will be 80% of the full up-front fee for Commonwealth assisted students, which is the full fee that is due for payment with a 20% discount applied.
14.9 Partial payment amounts will not be shown on the student invoice where a student who has requested a HECS-HELP loan nominates this option. The payment must be made before the census date, and if the student defaults on the due date the total contribution amount for the study period will be reported to DEEWR.
14.10 Commonwealth Supported students who are eligible for HECS-HELP will have their enrolment cancelled if they do not make full payment of their student contribution amount or apply for HECS-HELP and provide the University with a Tax File Number (TFN) before the census date for their first study period.
14.11 Commonwealth supported students and Commonwealth assisted students must submit a request for Commonwealth Assistance form (CAF) annually via myEnrolment and before the census date of their first study period, if they are applying for HECS-HELP.
14.12 Where a student has not met their obligations in relation to HECS-HELP the University is required under HESA to cancel the student's enrolment.
14.13 In accordance with Commonwealth guidelines the University must issue a Commonwealth Assistance Notice (CAN) within 28 days of the study period census date to each student who enrols in a Commonwealth supported place or applies for HECS-HELP, FEE-HELP or OS-HELP. The notice must contain the following information:
- the name and UniSA ID of the student
- the student's Commonwealth Higher Education Support Number (CHESSN)
- the program(s) in which a student is enrolled
- the course enrolments for the given study period
- the total enrolment load for the given study period
- the amount by which the student's learning entitlement (SLE) has reduced (if applicable)
- details of any up-front payment received by the University
- details of any HECS-HELP discount for that study period and for each course
- the amount of HECS-HELP debt for that study period and for each course
- the amount of FEE-HELP assistance for that study period and for each course
- the amount of FEE-HELP debt for that study period and for each course
- details of OS-HELP and debt confirmation which must be issued no later than 28 days after the date of the electronic funds transfer to the student's nominated bank account
14.14 OS-HELP is a Commonwealth loan scheme that provides undergraduate students with assistance to undertake part of their program of study overseas. It is not available to students undertaking their whole program outside Australia. The specific conditions that apply to OS-HELP are contained in Appendix 2 of this policy and are published on the University website.
14.15 Student Finance is responsible for the administration of OS-HELP, including the assessment of student applications according to the eligibility criteria.
14.16 Student Finance will inform the student in writing of the outcome of the application process, the amount of OS-HELP assistance and the conditions of the loan, within four weeks of the closing date for applications.
14.17 Where OS-HELP has been approved, but not paid to a student, and the University subsequently determines that the student does not meet the eligibility requirements (see Appendix 2) they must withdraw the offer of assistance, in writing, within 10 working days.
14.18 If Student Finance has reason to believe that a student in receipt of OS-HELP assistance has provided false or misleading information in the application they must immediately notify the Department of Education, Employment and Workplace Relations (DEEWR).
14.19 The offer of OS-HELP assistance will remain current from the date of approval of the application until the end of the six month load approval period, unless the offer is withdrawn, under clause 14.17 of this policy.
14.20 The amount of OS-HELP assistance paid to a student will:
- be equal to or more than the minimum amount determined by UniSA International in a given year
- not exceed the indexed maximum amount for a single OS-HELP loan set by DEEWR in a given year
- not exceed the amount specified on the application, which is the same as the specified amount on the signed OS-HELP Debt Confirmation form lodged by the student
- not include the 20% loan fee.
14.21 An OS-HELP loan may not be remitted under any circumstances.
15.1 Third party contracts are those where an external sponsoring agent agrees to be responsible for all or part of a student's tuition fee. The arrangement may be informal between the student and the third party, or formalised through a written agreement between the third party and the University.
15.2 Third party payments may be indicated by the student using the billing address tab in myEnrolment.
15.3 The student is responsible for informing the third party of the terms and due dates of their tuition fees.
15.4 Where a third party has entered into an agreement with the University to pay or sponsor student fees, they may make the payment by the payment methods indicated on the student's invoice, or by telegraphic transfer.
15.5 A third party who is sponsoring two or more students at UniSA may request through Student Finance to set up a formal sponsorship arrangement. When the arrangement is approved Student Finance will set up a corporate account for the receipt of the student fees.
15.6 At the commencement of a new corporate account contract, both the students and the third party sponsor will be provided with an explanation of the terms of the corporate account contract and will be informed of the consequences if the invoice is not paid by the due date.
15.7 If the third party defaults on payment, the student is responsible for payment of the tuition fees.
16.1 A school, research institute, division or unit may nominate to be responsible for the full or partial payment of the fees of students who are enrolled at the University. This arrangement must be made through Student Finance using the Internal Payment Request form. The amount of the payment must be specified on the request form.
16.2 The payment request will be set up as an automated journal transfer from the cost centre specified on the form
16.3 Internal payment requests will be processed only for the current calendar year. Payment requests for subsequent years must be submitted within the calendar year of the course offering.
16.4 Charges that are over and above the amount on the Internal Payment Request form will be invoiced to the student.
17.1 Fees charged to Commonwealth Supported students, other than student contribution amounts as approved under HESA may be charged by a school, research institute, division or unit. The Division Pro Vice Chancellor or the Director: Centre for Regional Engagement must authorise the fee and obtain approval from Senior Management Group. The fee or charge must be published by the division with the relevant information (see Appendix 3: Incidental Student Fees and Charges Guidelines).
18.1 Bad Financial Standing (BFS) will be applied to a student record where a fee is 30 days or more overdue.
18.2 A BFS negative indicator on a student record means that student results are withheld and students are not permitted to re-enrol until the BFS is cleared. Additionally, students who have a BFS negative indicator on their student record will be unable to obtain a transcript or graduate with an award until the BFS is cleared, and all outstanding monies owed to the University have been paid.
18.3 Domestic students enrolled in fee-paying programs or courses (including non award, cross institutional and audit students) will be placed in bad financial standing if they:
- do not pay their invoice in full by the due date, or
- apply for FEE-HELP and do not provide their valid tax file number before the census date of their study period enrolment
18.4 International students who do not pay their invoiced tuition fee in full by the due date will be placed in bad financial standing after the study period census date, and their future enrolment will be at risk of cancellation.
18.5 Where a third party or sponsoring agent has nominated to be responsible for student fees, late payment of the fees may result in the student's account being placed in bad financial standing (BFS). The student is responsible for negotiating with the third party/sponsor to ensure that the student's account does not fall into bad financial standing.
19.1 The Director: Student and Academic Services is responsible for the administration of student fee refunds. The following conditions apply:
19.1.1 Refund of student contribution amounts or tuition fees will be granted on the basis of amendment to enrolment and/or adjustment to the study load before the study period census date.
19.1.2 If a student has overpaid their student contribution as a result of withdrawal from a course prior to the census date, or overpayment of an invoice has occurred, the student will receive a refund for the overpaid amount after the census date. The student may request a refund of the over-payment prior to the census date via email to Student Finance,
19.1.3 Refunds will not be made for student contributions or tuition fees paid by students who withdrew after the study period census date. Students are liable for the full amount of the tuition fee or student contribution amount.
19.1.4 In special circumstances domestic students who withdraw after the census date may apply to have their Student Learning Entitlement (SLE) re-credited, HELP debts remitted, or up-front student contributions or tuition fees refunded.
19.1.5 A full refund of tuition fees automatically applies to students when:
- the offer of a place has been withdrawn,
- the University is unable to provide the program in which the student enrolled,
- the student has failed to meet program progression rules, is not permitted to re-enrol, and paid their fees in advance of being notified of their preclusion from a program,
- the student is an international student who has failed to obtain an Australian study visa.
19.1.6 In addition, the following rules apply only to the refund of fees for international students and incoming study abroad students:
- a ninety percent (90%) refund of all tuition fees applies to international and incoming study abroad students who have accepted an offer of a place and give written notice of their inability to study at least four weeks before the commencement of the study period;
- a fifty percent (50%) refund of all tuition fees applies to international and incoming study abroad students who have accepted an offer of a place and give written notice of their inability to study less than four weeks before the commencement of the study period, or where they withdraw from the course before the study period census date.
19.2 Refunds to international students and incoming study abroad students that are applicable under clauses 19.1.6 a. and b. need not be requested. They are automatic and will be made within four weeks of the student's withdrawal from the program.
19.3 All other refunds will be made following the census date for each study period.
19.4 Refunds for transnational students will be made according to the terms of the agreement between the University and the transnational partner. Where possible the refund will be made in the same currency that the payment was made.
20.1 International students who are granted permanent residency in Australia are eligible to apply for a Commonwealth supported or a domestic tuition fee-paying place, as appropriate and subject to availability. However, they are not eligible for Commonwealth assistance in the form of a HELP loan or a Commonwealth Learning Scholarship. The following administrative rules apply to changed residency status:
20.1.1 The effective date of permanent residency is the date on which residency is granted and not the date of the application.
20.1.2 If the international student tuition fee has been paid and there is a difference between that fee and the full up-front tuition fee, then a refund will be processed.
20.1.3 If permanent residency is granted after a study period census date, then the student will continue to pay the international fee for the courses in which they have enrolled in that study period.
20.1.4 If permanent residency is granted before a study period census date, the student's status will be changed in Medici, and the student will be charged the appropriate student contribution or tuition fee.
20.2 Research candidates who obtain permanent residency during their enrolment at the University will be dealt with individually by the Graduate Studies Office in co-operation with Student Finance because of RTS and scholarship implications.
21.1 The purpose of the post-census correction process is to ensure that the University has an accurate record of student enrolment at the study period census date.
21.2 Commonwealth supported and/or assisted students may request correction of enrolment errors within 14 days of the issuance of their Commonwealth Assistance Notice (CAN).
21.3 Tuition fee-paying students have 14 days to request correction of enrolment errors, following the issuance of their Enrolment Confirmation Notice (ECN)
21.4 The following will be treated as errors:
- a. enrolment in classes against the wrong program,
- an administrative error in processing a payment option, application for change of load and/or mode, application for leave of absence or application to withdraw from a program,
- provision of documented academic advice which has had a negative impact on the student's workload and their ability to complete their study,
- a credit application which was approved and processed after the student enrolled.
21.5 If the student can demonstrate that special circumstances impacted upon their ability to study then a request for post census correction of enrolment will be considered. The special circumstances must be supported by documentary evidence.
21.6 Students are responsible for checking and managing their enrolment through myEnrolment. Requests for corrections to enrolment that are the result of a student's failure to withdraw from a course before the study period census date will not be approved.
21.7 Requests for corrections must be lodged with Campus Central on the Application for Post-Census Correction of Enrolment Errors form available from Campus Central, the Graduate Studies office or the UniSA website. The correction of enrolment application must meet the criteria outlined under clauses 21.4 and 21.5 above and must be lodged with the University within 14 days of the issuance of the Commonwealth Assistance Notice (CAN) or Enrolment Confirmation Notice (ECN).
21.8 Campus Central or the Graduate Studies office will process the application for post-census correction of enrolment errors. If an initial assessment indicates that the criteria outlined under clauses 21.4 and 21.5 above have not been met, the application will be forwarded to Student Finance for a determination to be made.
22.1 Students who withdraw from a course after the census date may apply to have their Student Learning Entitlement (SLE) re-credited, HELP debts remitted, or student contribution or tuition fee amounts refunded under special circumstances.
22.2 Special circumstances, as defined in the Student Learning Entitlement Guidelines, are those which include, but are not limited to, medical, family, personal, employment or course related circumstances which were:
- beyond the student's control, and
- did not make their full impact on the student until on or after the census date, that is, they occurred before the census date but worsened after that date, or the full effect or magnitude did not become apparent until after that date, and
- the circumstances made it impracticable for the student to complete the requirements of the course during the study period in which the student enrolled in the course.
22.3 Requests for post-census amendment to enrolment under special circumstances should be made in writing to Student Finance within 12 months of the student undertaking or withdrawing from the course/s for which they seek amendment or remission. This requirement may be waived in circumstances where the student can demonstrate that lodgement of the application within the timeline was not possible. However, this late acceptance does not guarantee that the amendment will be granted.
22.4 Student Finance will notify the applicant of the decision in relation to their request within 20 working days of the receipt of the request.
22.5 If the request for post-census amendment to enrolment is granted the University will:
- a. re-credit the student's SLE by removing their enrolment in the appropriate study period
- refund any HECS-HELP or FEE-HELP debt
- arrange repayment to the Commonwealth of any HECS-HELP or FEE-HELP loan amounts received by the University
- arrange a refund to the student of any up-front student contribution or tuition fee payments made.
22.6 If the request for post-census amendment to enrolment is granted, the following information must be reported to DEEWR:
- the amount of the Student Learning Entitlement (SLE) re-credited
- the adjusted FEE-HELP balance on the student account
- the amount of the HELP debt remission on the student account
- the amount of any refund of up-front fees paid by the student
22.7 If the request for post census correction of enrolment is denied Student Finance will notify the student of the decision and of their right of review, in accordance with clause 23 of this policy.
23.1 Where a student is dissatisfied with a decision made in relation to a refund (see clause 19) or post-census amendment to enrolment under special circumstances (see clause 22), they may lodge a request for the Review Officer to review the decision.
23.2 Any requests made directly to the Student Ombud will be referred to the Review Officer for consideration
23.3 The Review Officer will be the Director: Student and Academic Services. If there are circumstances in which the Review Officer is not able to perform this function, the Vice Chancellor will nominate an alternative Review Officer.
23.4 The request for review must be lodged within 28 days of the date specified in the letter notifying the student of the decision against which the student is appealing. The request must be accompanied by documentary evidence which substantiates the request.
23.5 The Review Officer may reconsider any decision in regard to refunds or post-census amendment to enrolment under special circumstances if they are satisfied that there is sufficient reason to do so. This may include those decisions for which a student has concurrently requested a review by the Administrative Appeals Tribunal (see clause 23.10).
23.6 In consideration of an appeal, the Review Officer may:
- confirm the original decision
- vary the original decision, or
- set the original decision aside and substitute a new decision.
23.7 The Review Officer will notify the student in writing of the outcome of the review within 45 days of receipt of an application to review a decision made in relation to a refund. The notification will include details of the reasons for the outcome and will inform the student of their right to apply to the Administrative Appeals Tribunal for further review.
23.8 The Review Officer's decision to confirm, vary, or set aside the decision will take effect on the day specified in the letter notifying the student of the decision.
23.9 Student Finance will remove the courses that are the subject of the appeal from the student record if an appeal is approved (see clause 23.6).
23.10 Decisions of the Review Officer are final and there are no further avenues of appeal within the University for refunds or post-census amendment to enrolment under special circumstances.
23.11 If the student is not satisfied with the decision, they are entitled
under the Act to appeal to the Administrative Appeals Tribunal. Tribunal appeals
are limited to Commonwealth Supported or Commonwealth assisted students. This
avenue of appeal is not open to international students or domestic tuition
fee-paying students who do not access Commonwealth assistance.
Commonwealth Assisted Student
Commonwealth assisted students are those who receive a Commonwealth loan (via
the HELP program), or a Commonwealth Learning Scholarship (CLS). Students must
be Australian citizens, or holders of permanent humanitarian visas to be
eligible for Commonwealth assistance. Holders of non-humanitarian permanent
visas and New Zealand citizens are not eligible for Commonwealth assistance but
may be eligible as domestic students for a Commonwealth supported place.
Commonwealth Supported Place (CSP)
A CSP is a higher education place for which the Commonwealth makes a financial
contribution under the Act. Domestic undergraduate places at UniSA are normally
Commonwealth supported. In some circumstances, and dependent on the availability
of places, an undergraduate course may be offered as a full fee-paying place
when a student who has exhausted their SLE (Student Learning Entitlement) and
applies to the University to become a fee-paying student. Postgraduate
coursework places can be offered on a full fee-paying basis or as Commonwealth
supported places. .
Commonwealth Supported Student
A Commonwealth supported student is a student who is eligible for and enrolled
in a Commonwealth supported place. To be eligible for a Commonwealth supported
place, a student must be a domestic student, as defined in this policy, and in
the case of holders of Australian permanent visas and New Zealand citizens must
be resident in Australia for the duration of their studies. Commonwealth
supported students do not pay tuition fees, but instead are charged a student
contribution amount towards the cost of their program.
Domestic Students
Domestic students are Australian citizens, New Zealand citizens or holders of a
permanent visa. Holders of Australian permanent visas and New Zealand citizens
must meet the citizenship and residency requirements and are therefore required
to be resident in Australia for the duration of their studies. Domestic full
fee-paying students may be eligible for FEE-HELP.
Equivalent Full-Time Student Load (EFTSL)
This is the measure used to determine a student's enrolled load. One EFTSL is
the amount of student load determined by the University to be equal to a
full-time load for one student for one year and is expressed at the University
as 36 units. The University sets a unit value for each of its courses.
Full-time load
The standard annual full-time load is 36 units or 1.0 EFTSL (equivalent
full-time student load). A student undertaking at least 75% of a full-time load
for the academic year will be full-time for that year. If a student is
undertaking at least 75% of a full-time load for either the first half or second
half of the year, they will be full-time for that half year.
Full-time student
A full-time student is a student undertaking at least 75% of a year's full-time
load in an academic program. If a student is undertaking at least 75% of a
full-time load for either the first half or second half of the year, they will
be full-time for that half year.
Higher Education Loan Program (HELP)
The Higher Education Loans Program, administered by DEEWR, enables students to
defer some or all of the costs of their program. Loans available through this
program include
HECS-HELP,
FEE-HELP and
OS-HELP.
Key Dates
Each course taught at UniSA has three dates attached to it, as described below.
Key dates that fall on a public holiday or weekend will remain in effect and
will not be altered to a different date. Online transactions completed on those
days (withdrawals and/or payments) will take effect from the actual date on
which they were made. All
key dates are published
on the University website.
Census Date is the date on which a student's enrolment is finalised for a course and applicable fees and charges are incurred. It is therefore the last day to withdraw from a course and have it deleted from an academic record. Domestic students who withdraw on or before the census date do not incur tuition fees or student contribution amounts for that course. International and transnational students may incur fees for withdrawals as stated in their letter of offer. Commonwealth supported and/or assisted students must submit the required documentation for such support or assistance on or prior to the census date for any course they undertake.
Withdrawal Date (which is after the census date) is the last day on which a student can withdraw from a course and have it recorded as "withdrawn" on their academic record. The full cost of tuition fees or student contribution amounts is charged for all withdrawals made after the census date, including up to and after the withdrawal date.
A 'W' notation does not contribute towards the calculation of a student's grade point average (GPA).
Withdrawal-Fail Date (which is after the withdrawal date) is the last day on which a student can withdraw from a course and have it recorded as "withdrawn-fail" on their academic record. Withdrawals made after the nominated withdrawal-fail date are recorded as fail grades on the academic record and give no indication that the student withdrew rather than failed their assessment. The full cost of tuition fees or student contribution amounts is charged for all withdrawals made after the census date, including up to and after the withdrawal-fail date.
A 'WF' notation contributes a grade point of 1.5 towards the calculation of a student's grade point average (GPA).
Proscribed Fees
All fees charged to domestic students, other than student contribution amounts
(for Commonwealth supported students), and tuition fees (for non-supported
students), are proscribed under the Act, with a number of specified exceptions.
The only other fees that the University may charge enrolled domestic students
are fees that are incidental to studies undertaken as part of the program that
are payable in respect of:
- the provision of student services,
- residential accommodation,
- food, transport and accommodation for field trips, which the student can purchase from alternative providers,
- special admissions test (for judging suitability of a person seeking admission into a specialist course,
- non-award courses, or audit-only attendance at courses,
- non-essential goods or services,
- alternative forms of access to essential goods and services that are provided in other forms free of charge,
- items that become the property of the student, that are not consumed during the course of study, and that may be purchased from alternative providers, and
- fines or penalties, such as overdue debts or library fees (provided the fees are imposed primarily as a disincentive, and are not levied to raise revenue or cover administrative costs).
Research enrolment
Research enrolment refers to student enrolment in a higher degree by research
(HDR) program, including PhD, Masters by Research and those Professional
Doctorate programs that contain more than 66% research.
Research Training Scheme (RTS)
The Research Training Scheme provides Commonwealth-funding for research
candidates to cover the cost of their tuition fees for the duration of their
program, up to a maximum period of four years' full-time equivalent study for a
Doctorate by research and two years' full-time equivalent study for a Masters by
research. Research candidates who exceed the funded time may be liable to pay
tuition fees to the University.
Student Learning Entitlement (SLE)
The amount of enrolled load a student is entitled to undertake as a Commonwealth
supported student. Each course undertaken as a Commonwealth supported student
will reduce this entitlement by an amount corresponding to the EFTSL value of
the course undertaken.
A student's SLE is reduced by the equivalent full-time student load (EFTSL) value of the unit of study in which they are enrolled as a Commonwealth supported student. A student may only be Commonwealth supported in relation to a course if:
- they have enough SLE to cover the EFTSL value of that course, or
- the course wholly consists of work experience in industry, or
- the study is undertaken as part of an enabling course
The Act
The Higher Education Support Act (HESA) 2003, and ministerial guidelines issued
under its authority.
The Minister
The Commonwealth Minister with responsibility for Higher Education, and charged
with making determinations and issuing guidelines under the Act.
Tuition Fee
The term 'tuition fee' is used to define the fee, other than the Student
Contribution amount, that is charged for a course or program of study offered by
UniSA. This includes non-award fees, international student fees, transnational
student fees, cross-institutional fees for students who are not Commonwealth
supported, fees for domestic research candidates who exceed their funded time,
fees for domestic students in fee-paying places and Commonwealth supported
undergraduate students who have exceeded their SLE (Student Learning
Entitlement). It does not include other fees related to incidental costs.
Work Experience in Industry (WEI)
In accordance with the Act, student load will not include unsupported WEI
courses. The following considerations apply in determining whether a course is a
work experience in industry course:
- Courses that involve industry components, in which the University directs learning and performance, are not deemed to be work experience in industry courses, and students will consume SLE (if Commonwealth supported), and be charged tuition fees or student contributions for such units. Such courses will thus be included in calculating student load for Commonwealth Grant Scheme purposes.
- Courses that involve industry components, in which learning and performance are supported, but not directed by the University, are deemed to be supported work experience in industry courses. Students will not consume SLE for such courses, nor will enrolments in such courses be included in calculating student load for Commonwealth Grant Scheme purposes; however, students may be charged tuition fees or student contributions.
- Courses that involve industry components, in which learning and performance are neither supported nor directed by the University, are deemed to be unsupported work experience in industry courses. Students will not consume SLE for such courses, nor will enrolments in such courses be included in calculating student load for Commonwealth Grant Scheme purposes. Students in such courses will not be charged tuition fees or student contributions.
To be entitled to OS-HELP assistance in relation to a six month loan period, a student must:
- be an Australian citizen, or the holder of a permanent humanitarian visa
- not have received OS-HELP on more than one other occasion
- be enrolled in an undergraduate course of study (UniSA program)
- have successfully completed at least 1.0 EFTSL of their course of study (UniSA program) in Australia as a Commonwealth supported student
- be enrolled in full-time study with an overseas higher education institution or the overseas campus of an Australian higher education provider and be outside of Australia while undertaking the study
- have the overseas study count as credit towards the course of study (UniSA program) they are enrolled in with the home provider
- still have at least 0.5 EFTSL of study yet to complete in their course of study (UniSA program) when they return from overseas
- provide their Tax File Number (TFN)
- have completed and signed a request for Commonwealth assistance in relation to their course of study (UniSA program)
- have completed, signed and lodged an OS-HELP debt confirmation form
- be selected by their home provider to receive an OS-HELP loan
- not been granted an OS-HELP loan from another provider for the same or overlapping period.
(Higher Education Support Act 2003 - s118-1, 118-5 and 118-10)
(Last updated: November 2008)
The following guidelines provide information for Schools, Institutes, the Centre for Regional Engagement and divisions to assist in determining the circumstances in which the University may charge fees for goods and services, and the circumstances in which the University must provide the goods or services free of charge.
The Commonwealth Administrative Guidelines: Student Support sets out a number of conditions and circumstances for determining whether or not it is appropriate to charge student fees (other than tuition fees or student contributions). The circumstances that may be applied to charging incidental fees for studies with a Higher Education Provider are as follows:
The following are examples of how the guidelines may be applied to programs of study offered by UniSA:
