• Section 1 - Purpose
• Section 2 - Scope
• Section 3 - Policy
• Section 4 - Procedure
• Overseas Student Health Cover (OSHC) payment
• Student Services and Amenities Fee (SSAF)
• Payment of fees
• Payment options
• Commencing students
• Continuing students
• Late enrolment fees
• Difficulties with payment
• Non-payment of fees
• Schedule of fees and charges
• Fee variations
• Repeated units
• Research degree students
• Permanent residency status
• Fee refunds
• Tuition fees
• Tuition fee refund – exceptional circumstances
• Student Services and Amenities Fee (SSAF)
• Payment of refunds
• Appeals
• Section 5 - Responsibilities
• Section 6 - Definitions

Section 1 - Purpose

(1) This procedure sets out the University of Canberra’s requirements for charging, collecting and refunding international student fees.

Section 2 - Scope

(2) This procedure applies to all international students undertaking a University of Canberra program of study in Australia. This includes students enrolled in a University program through the University of Canberra College.

(3) An international student is a student who:

1. is not an Australian citizen
2. does not hold a permanent resident visa
3. does not hold a permanent Australian humanitarian visa
4. is not a New Zealand citizen.

(4) Provisions relating to fees for University students studying at an offshore campus are not part of this policy, although a number of principles underlying the present policy may also be applicable to those students.

(5) The University will enter into a written agreement with the international student or intending international student, signed or otherwise accepted by the student, concurrently with or prior to accepting payment of tuition fees or non-tuition fees.

Section 3 - Policy

(6) This Procedure supports the International Student Fee Policy.

Section 4 - Procedure

Overseas Student Health Cover (OSHC) payment

(7) The Australian Government requires that all international students on international student visas are covered by medical insurance (OSHC) for the duration of their stay in Australia. With the exception of sponsored students, students must purchase their own OSHC before applying for a student or other relevant visa.

(8) For international students on a student visa, it is recommended that OSHC is organised through the University’s preferred OSHC provider to ensure appropriate coverage.

(9) Documentation indicating that OSHC has been purchased must be provided prior to commencement in the course.

(10) For sponsored students, OSHC can be paid for the full length of the course together with the relevant tuition fee when they accept their offer. These students may authorise the University to arrange OSHC on their behalf by providing payment of the OSHC cost stated in their offer letter. The student’s OSHC will then be scheduled with the University’s preferred OSHC provider and reported in Provider Registration and International Student Management System (PRISMS).

(11) It is a student’s responsibility to maintain valid OSHC while in Australia.

Student Services and Amenities Fee (SSAF)

(12) The University provides many student support services including the provision of food services, sports and recreation, counselling, legal, health, advice on housing and employment, as well as independent student representation structures.

(13) Onshore international award course, foundation course and research (including online) students will be required to pay the SSAF during each year of enrolment. The fee is calculated annually and published on the University’s website on the Student Services and Amenities Fee (SSAF) web page.

Payment of fees

Payment options

(14) Students are required to make fee payments for each teaching period of study.

Commencing students

(15) At the time of accepting their offer, commencing students must pay the required fee as stated in their offer letter. If the offer is a package offer with progression conditions, for example a specific English language score from ELICOS study, the student can still accept their offer and the University will accept fee payments. If the student is unable to meet the progression conditions of their offer and elects to withdraw prior to the census date rather than defer commencement, they are eligible for a full refund of any fees associated with their principal course of study. If a student continues in their course beyond the census date, they are not eligible for a refund if they do not meet the progression conditions of their offer.

(16) Indicative tuition fees are provided to the student at the time of their offer. International fees are reviewed annually and if a student commences in a subsequent year, they will be required to pay the set fee applicable for that course in the year they commence. In each subsequent year of study, the student is required to pay the relevant fee as determined by Council for that course in that year.

(17) Students and/or agents are not permitted to pay any fees prior to an offer being made.

Continuing students

(18) Continuing students must pay the required fee for the teaching period by the Friday of Week 1 of each teaching period. Students must download their statement of account via the MyUC student portal prior to the start of each teaching period. The invoice will indicate the payment date or dates by which payment must be made. The amount may vary for each teaching period where there are changes in the load of the units.

(19) All fee payments must be made in Australian Dollars.

Late enrolment fees

(20) If students do not complete their enrolment or re-enrolment by the specified date, a late enrolment fee may be charged.

Difficulties with payment

(21) In exceptional circumstances, special payment arrangements/payment plans may be negotiated for students experiencing difficulties with payment. These arrangements will take account of financial and other exceptional circumstances. Written requests for special payment arrangements together with relevant documentation will be considered by the Director, Student Connect or nominee and must be received prior to the commencement of teaching in the relevant teaching period.

(22) Extension of payment will be advised in writing and will not be granted automatically. International students granted a payment plan may be charged an initial fee for the administration of the plan. Any payments not met by the agreed dates may also incur a late payment charge.

(23) The University offers special payment arrangements/payment plans under the following conditions:

1. Payment plans are available to international students experiencing financial difficulties due to exceptional circumstances (as described in Table 1) and are in genuine need of assistance.

1. An international student living in a country other than Australia must provide documentary evidence to support their claim that meets the relevant legal and statutory requirements of that country.
2. Payment plans are only available on a short-term basis – visa conditions require that students must continue to have sufficient financial capacity to support their studies and stay in Australia.
3. Students in their first teaching period of study with the University are not eligible for a payment plan.

(24) Payment plans will not be granted due to funds being held in a banking institution and not able to be released in a timely manner. Students are expected to be aware of institutional and national banking policies and procedures that may affect movement of their funds and organise finances accordingly. In exceptional circumstances an agreement may be reached with the Director, Student Connect or nominee to make alternative arrangements for payment of fees.

Non-payment of fees

(25) Where the University or UCC, as relevant, has identified that an international student has not paid fees by the due date or complied with the terms of special payment arrangements via a payment plan, the University must give the student a written notice (Notice of Intention to Report) as soon as practicable, which at a minimum must:

1. notify the student that the University intends to report them for non-payment of fees or non-compliance with the terms of special payment arrangements via a payment plan
2. inform the international student of the reasons for the intention to report
3. provide 20 working days from the date of the Notice of Intent to Report (NOIR) to pay the outstanding balance
4. advise that if fees remain unpaid after 20 working days from the date of the NOIR, the student’s enrolment will be cancelled along with their Confirmation of Enrolment (CoE), and they will be reported to the Commonwealth Government Department responsible for Immigration for non-compliance (non-payment of fees) resulting in possible visa cancellation
5. advise the student of their right to access the University’s grievance and appeals process, within 20 working days.

(26) Information provided about the University’s grievance and appeals process will include information about:

1. how to appeal the decision
2. the start and end date of the appeal period
3. the consequences for a student’s CoE and student visa if the student does not wish to take part in the internal appeals process
4. seeking advice from the Commonwealth Department responsible for Immigration in relation to visa status if the CoE is cancelled
5. the University’s storage of the NOIR notice on the student’s University record.

(27) The University may proceed with the cancellation after the internal complaints handling and appeals process has been completed.

(28) Where enrolment is cancelled a student retains their fee liability and will not be permitted to re-enrol in a subsequent teaching period until the debt is paid in full or agreement has been reached between the student and the Director, Student Connect or nominee about the arrangements for repayment.

(29) Once any outstanding fees are paid, a student may apply for course reinstatement. A reinstatement fee may apply.

(30) The University will reissue a student’s CoE following course reinstatement.

Schedule of fees and charges

(31) The schedule of fees and charges for all courses, including late fees, SSAF fees and other administrative charges can be found on the University’s Fees and Costs web page.

Fee variations

(32) If a student changes course after paying the fee for the teaching period concerned, there may be a variation to the student’s fee liability. Any additional fees owed will be included in the student’s subsequent invoice and must be paid by the date indicated on the invoice. For example:

Repeated units

(33) Students required to repeat a unit will be charged the annual unit fee as determined by Council applying to the unit at the time the repeat enrolment is undertaken.

Research degree students

(34) Research students who have not completed all requirements of their degree by the research census date of their current teaching period will be required to enrol in the next teaching period and pay the full teaching period fee by the due date. A pro rata refund will be issued based on the date of submission.

Permanent residency status

(35) An international student in the process of applying for permanent residency status is still an international student and must pay all required fees by the due date.

(36) If a student obtains permanent residency prior to census date, then the student may apply and be considered for admission as a domestic student. Australian Government controls on the number of Commonwealth Supported Places for domestic sub-bachelor and postgraduate students may mean that a suitable place in the same course may not be available, in which case the Australian domestic student fee rate will apply.

(37) If a student is granted Australian permanent residency and makes a written application for a refund before the first day of the teaching period, then a full refund of tuition fees will be paid. If a student is granted Australian permanent residency after the census date, the student will remain liable for payment of the relevant international student fee for that teaching period.

Fee refunds

(38) Commencing and continuing international students are entitled to receive a full or partial refund of their fees under certain conditions.

(39) Any amount owed to the student, including from overpayment of fees, will be credited towards the student’s next fee payment or may be refunded to the student upon request.

(40) A student must apply for a refund using the Application for Refund of Tuition Fees.

(41) A student who applies for a release letter to enable them to transfer to another education provider in accordance with the International Student Transfer Assessment Procedure must have their release application finalised prior to applying for a refund.

(42) A student is not eligible for a refund until they have withdrawn from future units of study, either through self-enrolment or discontinuation.

Tuition fees

(43) Tuition Fee Refunds are detailed in Table 2:

(44) The retention of an administrative charge is in recognition of the costs associated with the processing the admission and enrolment of international students, as well as associated support services.

(45) Applications claiming a refund must be made in writing and sent together with complete documentation to the Director, Student Connect or nominee before the end of the teaching period for which the refund is being claimed. Claims made beyond this time will be considered only in exceptional circumstances. Refund arrangements do not remove the right of students to take further action under Australia’s consumer protection laws.

Tuition fee refund – exceptional circumstances

(46) A student may apply for a 100% tuition fee refund if they can demonstrate that exceptional circumstances apply. In granting a 100% refund, the University must be satisfied that ALL of the following apply:

1. The circumstances are beyond the student’s control.
2. The circumstances did not make their full impact until on, or after, the Census Date.
3. The circumstances made it impracticable for the student to complete the unit requirements.

(47) Where an application for a tuition fee refund is declined the Director, Student Connect or nominee must provide the student with an explanation of the decision in writing and details of the associated appeals process.

Student Services and Amenities Fee (SSAF)

(48) Students who have paid the SSAF and decide to withdraw from their course before the census date will be entitled to a full refund of the SSAF except:

1. There will be no refund of the SSAF for students who withdraw after the census date.
2. There will be no SSAF refund where students successfully apply for an enrolment amendment after the commencement of teaching and receive 100% refund of their tuition fee.

Payment of refunds

(49) Refunds will normally be paid within two weeks from the date of receipt of a written request for a refund from the student.

(50) Refunds will be paid only in Australian Dollars. Refunds are normally made in the form of a bank draft or Electronic Funds Transfer (EFT) direct to the student, or to the person or sponsoring body paying fees on the student’s behalf. Refunds will be paid only following full payment of any outstanding debts owed to the University, such as library fines, late fees or student loans.

Appeals

(51) An international student who is concerned about the administration or application of this policy may appeal against the decision using the Student Grievance Resolution Policy.

(52) Under the Education Services for Overseas Students Act 2000, an international student has the right to take further action under Australia’s consumer protection laws and other legal remedies if they are not satisfied with the implementation of this policy.

Section 5 - Responsibilities

Section 6 - Definitions