Student Fees Refund Procedure

Document Number000491
Date Last Amended30 January 2013
   

This procedure outlines different student cohorts entitlement and circumstances to follow in determining if a refund is applicable.

1.      Scope

This procedure governs the refund of the following fees:

  • Commonwealth Supported Place (CSP) 'student contribution'
  • Student Services and Amenities Fee (SSAF)
  • International Student Tuition Fees
  • Domestic Postgraduate Student Fees
  • Non-Award Student Tuition Fee

2.      Commonwealth Supported Place (CSP) 'student contribution'

Commonwealth Supported Place (CSP) students, postgraduate and undergraduate, who have paid their 'student contribution' up-font are entitled to a refund for a course or program if they withdraw from the course or program before the census date of a term.
http://www.newcastle.edu.au/service/fees/census-dates/

Generally, CSP students who withdraw from a course or program after the census date are not entitled to a refund. However, in special circumstances students may apply to the University for a refund of all or some of their student contribution. Applications must include supporting documentation.
http://www.newcastle.edu.au/service/fees/remission.html

3.      Student Services and Amenities Fee (SSAF)

3.1      Definition

The Student Services and Amenities Fee (SSAF) is a fee collected by the University to fund non-academic student services and amenities.

http://www.newcastle.edu.au/students/services-and-amenities-fee/

3.2      Commonwealth Supported Place Students

Commonwealth Supported Place (CSP) students can either:

  • defer their SSAF through SA-HELP, as they can their CSP fees; or
  • pay their SSAF upfront to the University.

The University cannot refund SA-HELP debts incurred by students under any circumstances. Students who elect to defer their SSAF debt through SA-HELP will remain liable for the SSAF debt, even if their tuition fees are refunded or their HECS-HELP or FEE-HELP loans are reduced following withdrawal from a course or program.

Accordingly, 3.2 and 3.3 below, do not apply to CSP students who defer their SSAF through SA-HELP.

3.3      Full refund

The University will fully refund the SSAF to students who, before the census date for their program:

  • voluntarily withdraw from their program; or
  • take program leave from a term of study; or
  • withdraw from all their courses in a term of study.

3.4      Partial refund

The University will partially refund the SSAF to students who, before the census date for their programs, reduce their academic load from full time to part time. The refund will be on a pro-rata basis.

3.5      No refund

The University will not refund the SSAF to students who, after the census date for their programs:

  • voluntarily withdraw from their program; or
  • withdraw from all their courses in a session of study.

In these circumstances, the students will remain liable for the SSAF for the relevant period of study.

3.6      Refund in case of administrative error

The University will accept liability for any SSAF liability incurred by a student due to an administrative error by the University. If the student paid the SSAF upfront, the University will refund to the student the amount of the SSAF for which the University is liable.

4.      International Student Tuition Fee

In certain circumstances international students will be entitled to a full or partial refund of tuition fees. Please refer to the Refund Policy for Full Fee Paying International Students in Australia.
http://www.newcastle.edu.au/policy/000770.html

5.      Domestic Postgraduate Student Tuition Fees

5.1      Definition

For this section, prescribed date means:

  • for courses taken in the standard semesters - the relevant HECS census date for the semester; or
  • for any other courses, the latest date of withdrawal without penalty, as determined by the Deputy Vice-Chancellor (Academic) on the advice of the relevant Faculty. .

5.2      Liability for fees

Any student who is permitted by the Deputy Vice-Chancellor (Academic) to enrol after the prescribed date shall be liable for the full fees due in that semester.

Failure to pay the fees due by the prescribed date will result in cancellation of enrolment for the semester unless an approved repayment plan has been negotiated with the University.

5.3      Refund

The University will refund tuition fees to students who withdraw in writing from a course prior to the prescribed date. The University shall deem the student not to have been enrolled in the course.

5.4      No refund

Other than in exceptional circumstances, the University will not refund tuition fees for a course if the student withdraws from the course after the prescribed date (regardless of whether the student is permitted to withdraw after the prescribed date).

Applications for exceptional circumstance refunds must be in writing to the Deputy Academic Registrar, Student Administration with supporting documentation within 18 months of the formal notification of withdrawal. Refunds may be granted in exceptional circumstances with approval of the Academic Registrar.

6.      Non-Award Student Tuition Fees

6.1      Refund

The University will refund tuition fees to students for non-award courses if they withdraw from the course before the HECS-HELP census date for the semester. The University will make the refund after the relevant census date

6.2      No refund

The University will not refund tuition fees to students for non-award courses if they withdraw from the course after the HECS-HELP census date for the semester.

Approval AuthorityDeputy Vice-Chancellor (Academic)
Date Last Amended30 January 2013
Policy SponsorDeputy Vice-Chancellor (Academic)
Policy OwnerAcademic Registrar
Policy ContactDeputy Academic Registrar, Student Administration
Amendment History

Amended by Deputy Vice-Chancellor (Academic) 30 January 2013; Endorsed by Acting Chief Operating Officer. Procedure amended to reflect the new Student Services and Amenities Fee (SSAF).

Approved by Deputy Vice-Chancellor (Services) 2006.