• Section 1 - Purpose
• Scope
• Section 2 - Policy
• Section 3 - Procedure
• Part A - General
• Student records and information
• Maintaining contact details
• Change of name, date of birth, visa, or residency status 
• Student number and USI
• Student card (Charles Sturt Card)
• Student authority to access information
• Commencement of studies (International students)
• Part B - Enrolment
• Enrolment timelines
• Before and during the first week of teaching period
• After the first week of teaching period
• After the census date
• Adding subjects (enroling)
• Compulsory teaching periods
• Subject substitutions
• Prerequisites and assumed knowledge
• Prerequisite waivers
• Academic suitability
• Enroling in extra subjects outside of course requirements
• Withdrawing from subjects
• Withdrawal on or before census date
• Withdrawal after census date
• Failure to enrol
• Leave of Absence (LOA)
• Domestic and non-resident coursework students
• International students
• Returning after leave of absence
• Study load (Full-time and part-time study)
• Domestic and non-resident coursework student study loads
• International student study loads
• Maximum time for course completion
• Concurrent enrolment
• Higher degree by research students
• Study modes (on campus and online study) – international students (student visa holders)
• Cross institutional study
• Incoming students 
• Outgoing students
• Part C - Fees
• Payment of tuition fees
• Commonwealth assistance (CSP & HELP) eligibility requirements
• Payment Options
• Student services and amenities fee (SSAF)
• Refunds before census date
• HELP loan refunds (Domestic students)
• Refunds of upfront payments (Domestic and non-resident students)
• International Student Refunds
• Refunds after census date (due to exceptional circumstances)
• Eligibility criteria for refunds after census date
• Refund application process
• Late applications for a refund after census date
• Refund payments to students
• Review of Decision
• External Review of a Decision
• Non-payment of fees
• Domestic Students
• International students (student visa holders) and non-domestic students studying on campus within Australia while on any temporary visa other than the student visa
• Section 4 - Guidelines
• Section 5 - Glossary

Section 1 - Purpose

(1) This procedure supports the Enrolment and Fees Policy by stating detailed requirements for enrolment and fees processes.

Scope

(2) This procedure applies to:

1. all students enrolling or re-enrolling in all courses and subjects offered by Charles Sturt University (the University), including those delivered by the University's partner education providers (both in Australia and overseas), and
2. all staff involved in the management and processing of enrolment and fees operations for students.

Section 2 - Policy

(3) This procedure supports the Enrolment and Fees Policy and should be read alongside that policy.

Section 3 - Procedure

Part A - General

Student records and information

Maintaining contact details

(4) Students are responsible for maintaining their contact details on University systems throughout their enrolment, and must ensure that the following information is updated and correct at all times:

1. home/postal address, both in Australia and overseas (where relevant)
2. email
3. phone number, and
4. emergency contact (name and details). 

(5) The University will contact current international students every six months to confirm their contact details in writing, as required under the Education Services for Overseas Students (ESOS) Act.

Change of name, date of birth, visa, or residency status 

(6) Students must advise the University if their name, date of birth, visa, or residency or citizenship+ status is incorrect or requires changing by submitting a request through the student portal with the required evidence and supporting documentation.

(7) Students are responsible for checking to ensure that all personal details on their enrolment record are correct and complete, and must advise the University of any changes that may be required to their name, date of birth, visa, or residency status as soon as they occur by submitting an online request through the student portal with the required evidence and supporting documentation.

(8) International students (student visa holders) must notify the University of any change:

1. to their overseas residential address and/or Australian address and contact details within seven days of any change, and
2. to their visa or visa conditions immediately.

(9) Legal documentation is required when notifying the University of a change of name, date of birth, visa, or residency status.

Student number and USI

(10) Students are issued with a Charles Sturt student number when they are admitted to the University. The student number will be stated on the letter of offer, and must be quoted in all correspondence throughout their studies.

(11) Students must apply for and provide the University with their Unique Student Identifier number (USI). The USI is issued by the Commonwealth government(see the Commonwealth Government USI website). Students must provide their USI before the census date in their first period of study.

(12) Students admitted to a Commonwealth supported place (CSP) and/or who are deferring tuition fees to the Higher Education Loan Program (HECS-HELP or FEE-HELP) must complete their Commonwealth assistance form and include their USI before the first census date in their first period of study. Students who fail to provide a valid USI will have their Commonwealth Supported place and/or HELP loan cancelled.

Student card (Charles Sturt Card)

(13) It is mandatory for all students to hold a Charles Sturt Card throughout their enrolment with the University.

(14) New students must obtain a Charles Sturt Card as part of their initial enrolment with the University before they are able to access various services and facilities that are available to students unless they already have a Charles Sturt Card from prior study or employment at this University. Existing staff who have a staff Charles Sturt Card will not need to get a second Charles Sturt Card as a student, as their staff card will be activated for student use on their admission to the University.

(15) Students can apply for their Charles Sturt Card online via the student portal or in person at any SX Service Centre office on campus.

(16) To apply for a Charles Sturt Card in person, students must provide photo identification containing their name and date of birth (such as a driver’s licence or passport) to the Student Central office and have their photo taken, after which a Charles Sturt Card can be provided to them on the spot.

(17) To apply for a Charles Sturt Card online, students must submit a photo of themselves through the Student Self Service Portal. Once students have submitted their photo through the portal, a student identification card will be created which can be either:

1. collected by the student in person, on presentation of photo identification containing their name and date of birth (such as a driver’s licence or passport), or
2. sent to the student by mail, after submitting a certified copy of photo identification of themselves online as part of the process of applying for their student card.

(18) The University reserves the right to request additional identification documentation to corroborate a student’s identity.

(19) The University will charge a fee to issue a student with a replacement Charles Sturt Card.

Student authority to access information

(20) Students may authorise a third party or representative to act on their behalf in communications with the University and have access to their student record, personal details, and information, by completing the student authority form and submit this online via the student portal.

(21)  An authorised party:

1. can
   1. act for the student and make decisions on their behalf, in relation to their enrolment or subsequent studies, which will be binding on the student
2. cannot
   1. perform assessment tasks on behalf of the students
   2. deal with financial matters and make arrangements regarding fees with the University on behalf of the student, or
   3. act for the student in matters where other rules or policies of the University specify that the student cannot be represented by an authorised third party.

(22) An authorised third party can be an advocate to the University on the student’s behalf and convey information and decisions of the student to the University but cannot make decisions on the student’s behalf.

(23) For information requests involving student information, see Records Management Procedure - Access to University Records

Commencement of studies (International students)

(24) An international student (student visa holder) who fails to commence their studies by the start date of their Confirmation of Enrolment (COE) is in breach of their enrolment conditions, unless: 

1. the student asks the provider for a later starting day, and 
2. the request is made on the basis of compassionate or compelling circumstances, and 
3. the University agrees to a later starting day for the student. 

(25) Where an international student (student visa holder) fails to arrive on campus by the first day of their first term of study and/or fails to engage in their subjects without permission, the University will: 

1. notify the student of its intention to report this to the Department of Home Affairs, and
2. provide the student with an appropriate appeal period in which to rectify the issue or submit an appeal. 

(26) If the student fails to submit an appeal within the appropriate appeal period, or if their appeal is denied and they either do not submit an external appeal within the appropriate appeal period or their external appeal is denied, the University will cancel the student’s enrolment in the course and report this to the government by cancelling their Confirmation of Enrolment (COE), which may lead to the cancellation of their visa. If the student’s health or wellbeing, or the wellbeing of others, is likely to be at risk, the cancellation may occur before the end of the appeal period. 

(27) International students will need to contact the Department of Home Affairs directly to discuss any impact this will have on their visa status. 

Part B - Enrolment

Enrolment timelines

Before and during the first week of teaching period

(28) Students can self-enrol into each teaching period up until midnight on first Sunday of each teaching period using the online self-enrolment system  or by contacting an officer of the University.

(29) Commencing students may be pre-enrolled in subjects as part of the admission process. Students can view the subjects they are enrolled in online. If they wish to change or not to continue their pre-enrolled subjects, they must withdraw from these before the relevant census date, or they will be financially and academically liable.

After the first week of teaching period

(30) Students are able to request late enrolment after midnight of the first Sunday of the teaching period through until the census date.

(31) The enrolment is provisional until recommended by the Subject Coordinator and approved by the Course Director, to ensure that the student has not missed significant content or an early assessment and that the subject is compatible with the student’s course structure.

(32) If the Course Director does not approve the student’s provisional subject enrolment, they will notify Student Administration who will remove the subject from the student’s enrolment in the current teaching period. The Course Director's decision is final. The student will be notified of this outcome within five working days of the date that they added the subject online. If the student disagrees with the decision, a new late enrolment request may be submitted.

After the census date

(33) Students may request to enrol in a subject after the census date by submitting an online application form to request late subject enrolment after census date.

(34) Enrolments after census date must be recommended by the Subject Coordinator and approved by the Course Director, where the Course Director is satisfied that there are special circumstances and that the student has a reasonable likelihood of success in the subject.

(35) If approved, the Course Director will instruct Student Administration to enrol the student in the subject, and the student will be notified of the date by which they must pay the upfront tuition fees. The student must pay the full tuition fees upfront and in full for each subject added after census date. Subjects added after census date are not eligible for Commonwealth support and cannot be deferred through HECS-HELP or FEE-HELP (as per the Higher Education Support Act (HESA)).

(36) If declined, the Course Director will instruct Student Administration of the outcome to advise the student.

Adding subjects (enroling)

Compulsory teaching periods

(37) Students must be enrolled or have an approved leave of absence in every compulsory teaching period for their course to remain in their course.

(38) For the majority of courses, compulsory teaching periods are Session 1 (30) and Session 2 (60), while Session 3 (90) is optional. Other courses delivered in other teaching periods may have different compulsory periods, which will be identified in the course structure provided for each program. 

Subject substitutions

(40) Subject substitutions occur where a change to a student’s course structure as stated in the University Handbook is approved by the:

1. Course Director, when the level of the subject remains the same
2. Associate Dean, Academic of the faculty, when the substituted subject is at a different level to the original subject
3. Associate Dean, Academic of the faculty, when the number of subject substitutions by point value exceeds 25% of the total number of points in the course.

(41) Subject substitution decisions will be reported to Faculty Board.

(42) Students seeking subject substitution must not enrol in the substituted subject(s) until this has been approved and their course structure has been updated in the graduation planning system (GPS).

(43) Where subject substitution is granted as an outcome of an application for credit, Student Administration will:

1. Ensure the substituted subject is added to the course structure in GPS as a subject that the student must pass to graduate.
2. The Credit team is responsible for the awarding of credit/TCR grade being applied to the students transcript.

Prerequisites and assumed knowledge

(44) Subjects may have assumed knowledge or prerequisite requirements. Students enrolling in these must meet the requirements stated in the University Handbook subject entry for the year in which they wish to enrol in the subject (which may have changed from when they were admitted to the course).

(45) Only the following substantive passing grades and final credit grades will be accepted as meeting the prerequisite requirements (see also the Assessment Policy):

1. Passing grades are HD, DI, CR, PS, SY, H1, H2a, H2b and H3.
2. Final credit grades are PCR and TCR.

(46) Students may enrol in subjects with prerequisites in advance if they are completing the prerequisite subject(s) in an earlier teaching period. In these circumstances they must have a substantive passing grade or final credit grade for the prerequisite subject before they start the next subject. A temporary grade or review of grade process will not be accepted to meet the prerequisite requirements. However, a temporary TA grade may be considered on a case by case basis

(47) Students may enrol in subjects with prerequisites in advance if they are completing the prerequisite subject(s) in an earlier teaching period. In these circumstances:

1. they must have a substantive passing grade or final credit grade for the prerequisite subject before they start the next subject:
   1. a temporary grade (except for sub-clause ii) or review of grade process will not be accepted to meet the prerequisite requirements
   2. a temporary TA grade may be considered on a case by case basis.

(48) If the student fails the prerequisite subject, Student Administration will escalate a request to the Faculty to review and confirm if the student is to be withdrawn from the subject.

1. If the Faculty confirms the withdrawal, Student Administration will action and notify the student.
2. If the Faculty confirms the student may continue in the subject, no further action is required.

(49) If the student requests a review of grade for a failed pre-requisite subject, Student Administration will withdraw them from the next subject if there is no passing grade by the time that subject’s teaching period commences.

Prerequisite waivers

(50) Students may submit an application to have a subject prerequisite requirement waived using the prerequisite waiver request form.

(51) The Course Director (in consultation with the relevant Subject Coordinator) may approve a prerequisite waiver if persuaded that the student:

1. has passed another subject equivalent to the prerequisite subject, or
2. has other attainments and/or experience which equip them to undertake the subject with a strong likelihood of success.

Academic suitability

(52) Students are assessed as academically suitable for entry to their course as per the Admissions Policy. Students are also assessed for their academic suitability for each subject they enrol in. In the case of subjects with assumed knowledge and/or a prerequisite requirement, Course Director (on the recommendation of the Subject Coordinator) must be satisfied the student has a reasonable chance of success to permit a pre-requisite subject waiver.

Enroling in extra subjects outside of course requirements

(53) Students must not enrol in extra subjects outside of the requirements of their current award.

(54) Electives, subject substitutions, and subjects required for specialisations are not considered extra subjects unless they are incompatible with the student’s current course structure, cannot contribute towards their current award, and will result in the completion of extra points outside of their current course requirements.

(55) Students may complete subjects outside of their course structure requirements through separate admission into single subject study, either after they complete their course, or concurrently with their course (see the ‘Concurrent study’ heading below).

(56) The Admissions Policy and Admissions Procedure provide detailed information about the process and requirements for applying for single subject study.

Withdrawing from subjects

(57) A student may withdraw themselves from a subject using the online self-enrolment system or by contacting an officer of the University up until midnight of the census date in each teaching period. 

Withdrawal on or before census date

(58) Where a student withdraws from a subject in the current teaching period either on or before census date, they will not be liable for the subject tuition fees and no record of the subject enrolment will appear on their academic transcript.

Withdrawal after census date

(59) Domestic students may withdraw themselves from a subject after the census date has passed, and receive a late withdrawal (LW) up until:

1. 2 weeks before the end of a micro session
2. 4 weeks before the end of a main session or term, and
3. 8 weeks before the end of a yearlong session

(60) An approved withdrawal (AW) may be allowed after the dates stated at clause 59, as an outcome of a special consideration request. See the Assessment Policy and  Assessment Flexibility Procedure for details about special consideration requests.

(61) Where a domestic student does not complete a late withdrawal (LW) within the timeframes listed or their approved withdrawal (AW) request is not approved, and they do not meet the assessment requirements for that subject, they will receive a fail grade and will be liable for that subject’s tuition fees.

(62) Once the census date has passed, international students not may withdraw themselves from a subject using a late withdrawal (LW) grade; however, they may apply for an approved withdrawal (AW) after census through the end of the session as an outcome of a special consideration request. If their approved withdrawal (AW) request is not approved, and they do not meet the assessment requirements for that subject, they will receive a fail grade and will be liable for that subject’s tuition fees. See the Assessment Policy  and  Assessment Flexibility Procedure for details about special consideration requests.

Withdrawing from all subjects in a compulsory teaching period

(63) Students have until 11:59 pm of census date to request an approved leave of absence for the relevant teaching period.

(64) Student Administration will contact students with no enrolment or approved leave of absence to determine whether they wish to have their course enrolment cancelled or be placed on leave of absence (where they are eligible to do so) so they can return to study in the next teaching period. See the ‘Failure to re-enrol’ and ‘Leave of absence (LOA)’ sections of this procedure for more information about this process and the eligibility criteria for leave.

(65) If a student is not eligible for leave of absence and the census date has passed without any subjects being added to their enrolment in the current compulsory teaching period, their place in the course may be cancelled for failing to enrol and they will need to apply for readmission should they wish to continue their course in the future.

Failure to enrol

(66) Students who have not enrolled or taken leave of absence at the end of the first week of a compulsory teaching period will be contacted during the first few weeks of that period to determine whether they intend to:

1. add subjects to their enrolment by the relevant census date
2. submit a request for leave of absence to return to study in the next teaching period (if they are eligible to do so), or
3. withdraw from their course.

(67) Where the University has been unable to contact these students by the census date, Student Administration will take the following actions for domestic, non-resident, international and HDR students.

1. For domestic and non-resident coursework students:
   1. In the lead up to each compulsory teaching period and during the first few weeks of classes until census date, all students who have failed to re-enrol will be contacted by the Division of Student Experience, Student Administration and provided with instructions to maintain their current enrolment status by adding one or more subjects or by requesting a leave of absence (LOA) from study for the current teaching period.
   2. Where a student has not added subjects to their enrolment or requested leave of absence by the relevant census date, Student Administration will send a formal notification to each student stating that their course enrolment will be cancelled unless they take action as outlined in the formal notification.
   3. The student will have 10 working days to contact Student Administration and confirm that they wish to continue their enrolment in the course. If the student does not respond within this timeframe, Student Administration will cancel their course enrolment.
   4. If the student responds within this timeframe and requests to continue study in their course, Student Administration will either:
      1. place the student on leave of absence (if they meet the eligibility requirements)
      2. refer the matter to the Executive Dean, if the student’s eligibility needs to be assessed before granting a leave of absence. Students may be asked to provide reasons and evidence for failing to re-enrol before they can be granted leave to return next teaching period.
      3. withdraw the student from the course, if the Executive Dean does not approve a further leave of absence/leave to return.
2. For international students (student visa holders) and non-domestic students studying on campus within Australia while on any temporary visa other than a student visa:
   1. An international student who fails to re-enrol into each compulsory period is in breach of their visa enrolment conditions.
   2. The University will notify the student of its intention to report this to the Department of Home Affairs, and provide the student with an appropriate appeal period in which to rectify the issue or submit an appeal.
   3. If the student does not rectify the issue and fails to submit an appeal within the appropriate appeal period, or if their appeal is denied, the University will cancel the student’s enrolment in the course and report this to the government by cancelling their confirmation of enrolment (COE), which may lead to the cancellation of their visa.
   4. International students will need to contact the Department of Home Affairs  directly to discuss any impact this will have on their student visa.
3. For higher degree by research (HDR) students:
   1. The Higher Degree by Research Procedure states the requirements for HDR students to maintain an active enrolment during their candidature.
   2. International HDR students who fail to maintain an active enrolment these are included in the intention to report process (see clause 67(b)).

Leave of Absence (LOA)

(68) Student in coursework courses may take leave of absence for one or more teaching periods up to 64 weeks (typically four 16-week sessions) within four consecutive calendar years, unless:

1. they are international students (student visa holders)
2. they are in their first teaching period (commencing students should apply to defer their enrolment, subject to the restrictions and conditions stated in the Admissions Policy.
3. their course does not permit leave from study (e.g. the University Certificate in Workforce Essentials), or
4. they are enrolled in a course in phase out or teach out status.
5. Note, there may be possible exceptions to the above due to University processes.

(69) Students in higher degree by research courses must refer to the Higher Degree by Research Procedure.

(70) International students (student visa holders) will only be permitted to take LOA where:

1. there are exceptional circumstances supported by evidence (see the supporting documentation guidelines), or
2. it is part of a formal intervention plan to address unsatisfactory progress.

(71) Leave of absence must be approved by:

1. for international students, the Director, Student Administration (or nominee)
2. for all other students, including exceptions to clause 68, the delegated authority under Delegation Schedule E - Academic and Research

Domestic and non-resident coursework students

(72) Domestic and non-resident coursework students who are seeking leave of absence within the allowed limits must submit their request via the online self-enrolment system or by contacting an officer of the University up until 11:59 pm of the census date in the teaching period in which the leave is to begin.

(73) Applications for leave of absence beyond the allowed limit must be approved by the delegated approval authority, and students are required to provide evidence of the circumstances that require their additional leave.

International students

(74) All international student applications for leave of absence, together with supporting evidence, must be submitted to the Director, Student Administration (or nominee) for approval by midnight on the census date of the teaching period in which the leave is to begin.

(75) Where approved, Student Administration will update the student’s COE, which may include extending their expected course end date. International students with approved leave will need to contact the Department of Home Affairs to discuss any impact to their student visa due to an extension of their COE.

Returning after leave of absence

(76) When an approved leave of absence period is coming to an end, students will be sent a notification and instructions to add subjects for the upcoming teaching period to maintain an active place in their course.

(77) Students who wish to take further time away from study may submit a new request for an additional leave, if they are eligible to do so, subject to the requirements listed above.

(78) International students will be contacted by Student Administration with re-enrolment instructions at the beginning of their next period of study after leave.

(79) If an international student fails to return to study in their next teaching period following leave of absence, the University will follow the international student process outlined in the ‘Failure to enrol’ section of this procedure.

Study load (Full-time and part-time study)

(80) The standard full-time study load for all students is 64 points per year, which may be completed in various enrolment patterns, depending on the structure of the relevant course, including:

1. enrolment in two teaching periods per year, each with 32 points of subjects (which is the standard full-time enrolment pattern for the majority of courses),  or
2. enrolment in three teaching periods per year, with two periods of 24 points worth of subjects, and one period with 16 points of subject enrolments (which is the next most common full-time enrolment pattern, after the one described above).

(81) Students can check their course structure using the graduation planning system (GPS), together with the University Handbook, and may be provided with a course outline or degree planner by their faculty if they have a non- standard course structure.

Domestic and non-resident coursework student study loads

(82) Domestic and non-resident coursework students may be able to vary their load between part-time and full-time study by changing the number of subjects they enrol in each teaching period, up to the standard maximum of 32 points, without needing to request prior approval.

(83) Domestic and non-resident coursework students wishing to enrol in more than the standard full-time study load of 32 points per teaching period must request overload approval from their Course Director, unless they are required to do so as part of a non-standard course structure with more than 32 points per teaching period.

(84) Students receiving Commonwealth assistance (CSP, HECS-HELP, or FEE-HELP) must not exceed an annual study load of 2.0 EFTSL, including all course and subject enrolments at this University or other education providers (excluding Study Link subjects, which do not count towards study load calculations).

(85) Students who need to study full-time for government calculation purposes (including Centrelink and some scholarships), must maintain a minimum study load of 75% or 24 points per teaching period.

International student study loads

(86) International students (student visa holders) must complete their enrolment within the expected duration of their course stated on their confirmation of enrolment (COE). Student Administration will not extend a COE if a student undertakes a reduced study load in any teaching period without prior approval.

(87) A reduced load will only be approved if:

1. a reduced study load has been agreed as part of an intervention strategy
2. there are compassionate or compelling circumstances, supported by documentary evidence submitted with their application, or
3. there are not enough subjects available in the current teaching period that meet the student’s remaining course requirements.

(88) Student Administration monitors international students study loads each session. Where a student is identified with less than a full-time study load without approval, Student Administration provides a list of these students to Faculty Courses team to follow up with the student to provide advice on subject enrolment and instruct them to:

1. add additional subject(s) to their enrolment
2. formally request a reduced load, or
3. agree to comply with additional enrolment conditions and arrangements, such as undertaking compulsory study in a non-compulsory teaching period, to ensure they will meet the requirements of their COE.

(89) Where the student fails to rectify their enrolment or comply with the additional conditions, the University will:

1. notify the student of its intention to report this to the Department of Home Affairs, and
2. provide the student with an appropriate appeal period in which to rectify the issue or appeal
   1. If the student fails to rectify the issue or submit an appeal within the appropriate appeal period, or if their appeal is denied, the University will cancel the student’s enrolment in the course and report this to the government by cancelling their COE. This may lead to the cancellation of their student visa. International students will need to contact the Department of Home Affairs directly to discuss the impact this will have on their student visa.

Maximum time for course completion

(90) Once a student has been enrolled in the same course (as indicated by the registered course/program/government code), either continuously or with a break in enrolment, for seven years, they will be notified by Student Administration.

(91) Students will be advised of the requirement to complete their course within the course maximum time under the Course and Subject Procedure – Coursework Design and offered support to do so.

(92) Once a student has been enrolled in the same course (as indicated by the registered course/program/government code), either continuously or with a break in enrolment, for the maximum course duration the Director, Student Administration will cancel coursework student enrolments in consultation with the Course Director or on the advice of the faculty academic progress committee.

Concurrent enrolment

(93) Students may undertake a second course or single subject (with this University or another education provider) with the approval of their Course Director (or both Course Directors, where the concurrent enrolment involves two Charles Sturt University courses). See the Admissions Policy and Admissions Procedure for information about applying for admission to undertake concurrent study.

(94) Where the combined enrolment will exceed the normal maximum study load in one or more teaching period, overload approval for each teaching period must be obtained from the Course Director (or both Course Directors, where the concurrent enrolment is in two Charles Sturt University courses). See the ‘Study load (Full-time and part-time study)’ heading in this procedure.

(95) There are restrictions for how credit can be applied between concurrent courses, which are outlined in the Credit Policy and Credit Procedure.

(96) Students who enrol in two coursework courses concurrently must meet the standard academic and course progression requirements for each course (see the Support for Students - Academic Progress Procedure) and must complete each course within the maximum time permitted.

(97) The University will not make special arrangements or grant concessions to accommodate students’ concurrent enrolments in relation to the standard assessment and academic progress requirements.

Higher degree by research students

(98) Higher degree by research (HDR) courses are demanding and candidates are expected to focus their studies on their HDR candidature. However, the Dean, Graduate Research may approve concurrent enrolment in another award course, with the support of the student’s principal supervisor and the Faculty's Sub Dean (Graduate Studies).

Study modes (on campus and online study) – international students (student visa holders)

(99) As per the Enrolment and Fees Policy, international students (student visa holders) must complete at least two-thirds of their course through on-campus subjects, and at least one on-campus subject in every compulsory period of study, unless they have only one subject left to complete their course.

(100) Up to one-third of the course (calculated by the total points required to complete the course) may be undertaken as online subjects.

(101) Where a student has received credit that reduces the course length, the one-third rule applies to the number of subjects remaining to be completed at this University.

(102) An international student (student visa holder) can study over the two-thirds requirement with approval from the Courses team where there may not be subject availability to complete their course within their CoE timeframe.

(103) If a student transfers between courses within the University, any online subjects completed in the first course and credited towards the second course, will count towards the one-third limit for online study in the second course.

Cross institutional study

Incoming students 

(104) The Admissions office is responsible for managing incoming cross-institutional enrolment, and the process and conditions for incoming cross-institutional study are outlined in the Admissions Policy and Admissions Procedure.

(105) The Enrolment and Fees team will assess eligibility for Commonwealth Assistance if this is not provided at the Admissions office.

Outgoing students

(106) Currently enrolled students at this University may apply for outgoing cross-institutional study if they wish to undertake one or more subjects at another university with approval for credit to be applied to their current course at this University.

(107) The Credit Policy states the application process and requirements for credit from cross-institutional study to be applied to a student’s course at this University.

(108) The Enrolment and Fees team will assist students in confirming their eligibility for Commonwealth Assistance if this is required by the other institution.

Part C - Fees

Payment of tuition fees

(109) The online schedule of fees and charges states the amount of fees that apply to each student in each year of enrolment. Published tuition fees apply to the specified year only and are subject to change on an annual basis.

(110) Due dates for tuition fees for each teaching period are provided on the invoice/fee statement sent to each student by the Division of Finance.

(111) Students must pay their tuition fees upfront and in full each teaching period by the date provided on their invoice/fee statement, unless they are eligible to defer payment of their fees via a HELP loan.

(112) Students admitted to a Commonwealth-supported place (CSP) must submit the relevant Commonwealth assistance form (CAF) by their first census date, even if they intend to pay their tuition fees upfront and in full every teaching period (i.e. not defer payment of their fees via HECS-HELP).

Commonwealth assistance (CSP & HELP) eligibility requirements

(113) Students admitted to a Commonwealth supported place (CSP) and/or defer their tuition fees via HECS-HELP or FEE-HELP must meet the following requirements throughout the duration of their course:

1. Be assessed as academically suitable for admission to their course and subject enrolments (see the above ‘Academic suitability’ section of this procedure for this information regarding subject enrolments)
2. Be offered and have accepted a place in a domestic course that is eligible for CSP, HECS-HELP or FEE-HELP
3. Submit the relevant Commonwealth assistance form (CAF) which includes their unique student identifier (USI) by the census date of the first teaching period in which they start the course.
4. Meet the citizenship and residence requirements under HESA:
   1. Australian citizen students must complete at least part of their course within Australia. This means undertaking a minimum of one 8 point subject while located within Australia regardless of their study mode.
   2. Domestic students who are not Australian citizens must reside within Australia while undertaking all subjects within their course, regardless of their study mode, unless they are required to be located overseas to complete part of that course (e.g. participating in an approved international exchange program).
5. Maintain a study load below the limit of 2.0 EFTSL (two years equivalent full time study load) per year, unless they have been granted formal overload approval by the University (as described in the ‘Study loads’ section of this procedure), and
6. Meet the genuine student requirements under HESA throughout their enrolment, measured by the following factors, which will be monitored and assessed at the start of each teaching period:
   1. whether the student is reasonably engaged in the course (i.e. engagement with studies, measured via interaction with online subject content and learning materials using the online learning management system)
   2. whether the student has satisfied course requirements for the course or participated in assessment activities for the course (e.g. completion of all subject requirements including the timely submission of assessment tasks and learning requirements)
   3. whether the student has attended and participated in classes and learning activities (online and/or on campus), including practical work placements and any intensive schools
   4. whether the student has an understanding of course requirements and enrolment responsibilities through engagement with the information provided by the University about course costs and duration, as well as available academic and support services (e.g. communication has been open/read or responded to by the student), and
   5. whether the student has maintained their student enrolment information including keeping personal contact details up-to-date on their student record.
   6. If the student is also enrolled in another course, whether their concurrent enrolments would make successful completion of a course impossible or highly improbable. 

(114) Where a student is seeking assistance via CSP and/or HELP and does not submit their CAF with a valid USI by the relevant census date, Student Administration will cancel their subject enrolment for the current session. Students will be required to request to defer commencement or apply for admission to their course in a later teaching period (see the Admissions Policy) or withdraw from the course.

(115) For more information about the eligibility requirements for Commonwealth assistance, see the government’s Study Assist website.

Payment Options

(116) Full fee place (FFP) students may be eligible to request an extension of their payment due date or to apply for a payment plan. Terms and conditions apply to these options, which will be outlined by the Division of Finance when a student submits a request.

Student services and amenities fee (SSAF)

(117) All students must pay the student services and amenities fee (SSAF) each teaching period, except for students enrolled with some offshore partner institutions and in some courses as listed online.

(118) HELP eligible domestic students can apply to defer payment of their SSAF to a Student Amenities-Higher Education Loan Program (SA-HELP) loan.

(119) Where a student wishes to defer their student services and amenities fee (SSAF) to an SA-HELP loan, they must:

1. be eligible for SA-HELP
2. submit an electronic SA-HELP nomination form by the relevant census date, and
3. meet the above ongoing eligibility requirements for Commonwealth assistance throughout their enrolment.

(120) Where a student is not eligible for SA-HELP, or does not submit the SA-HELP form by the relevant census date, they must pay the student services and amenities fee upfront for their enrolment in each teaching period by the date specified on their SSAF invoice.

(121) Once the census date has passed, the University will not provide a refund or remission of SSAF fees for the current teaching period under any circumstances.

Refunds before census date

HELP loan refunds (Domestic students)

(122) Domestic students will not incur a HELP debt for any subjects that were withdrawn by the census date in the current teaching period, as any tuition fees that were deferred to a HELP loan (including both HECS-HELP and FEE- HELP students) will be automatically reversed on the date of withdrawal, as long as this withdrawal is completed before midnight of the relevant census date for each period of enrolment.

Refunds of upfront payments (Domestic and non-resident students)

(123) Where a domestic or non-resident student withdraws from one or more subjects in the current teaching period by midnight of the census date, they will receive a full refund of the upfront tuition fees they have paid for those subjects.

(124) These fees will appear as a credit on the student’s account with the University at the time of the withdrawal and will be applied to the fees charged for any subjects added to the current teaching period before the census date.

(125) Once the census date has passed, each student account will be processed by the Division of Finance, and any credited amounts will be automatically refunded back to the student’s nominated bank account (where the student withdrew from one or more subjects in the current teaching period but did not add a subject back to their enrolment by the census date). This process may take up to four weeks.

International Student Refunds

(126) The International Student Fee Refund Procedure states all requirements and processes that apply to tuition fee refunds for international students.

(127) Where an international student did not withdraw before the relevant census date and is seeking a refund due to exceptional circumstances, they should follow the process outlined below.

Refunds after census date (due to exceptional circumstances)

(128) All students are liable for the tuition fees of any subjects they are currently enrolled in as of midnight on the census date in each teaching period.

(129) Once the census date has passed, students are no longer eligible for a refund of tuition fees for any subjects in the current teaching period (or in previous periods), unless there were special circumstances beyond their control that prevented them from continuing or completing their subjects, which arose too late for the student to withdraw before census date.

(130) All students follow the same process regardless of whether they are applying for refund of upfront payments, a recredit of tuition fees they have deferred to a HELP loan, or both.

Eligibility criteria for refunds after census date

(131) To be eligible to apply for refund of the tuition fees incurred for one or more subjects after the census date, a student must be able to demonstrate that they have experienced special circumstances as outlined on the Study Assist page.

(132) Students must have one of the following grades for each subject that they are seeking a refund for before they can submit their application:

1. a fail grade (FL, FNS, FW, or US), or
2. withdrawal grade (LW or AW).

(133) Any subject that has been completed and passed by the student is not eligible for a refund. Students are not eligible for refund of the tuition fees charged for any subject in which they have received a passing grade.

(134) If a student has no final grade yet for the subjects in which they are seeking a refund, they will need to apply for a

1. late withdrawal (LW), or
2. approved withdrawal (AW) by submitting an application for special consideration (or review of grade) before they will be eligible to begin this process.

(135) The Assessment Policy and its relevant procedures outline the process for requesting an approved withdrawal (AW) grade by either:

1. submitting a request for special consideration before the subject results have been released, or
2. submitting a request for review of grade where the subject results have been released, and the student has not received a passing grade.

(136) A student who has received a late withdrawal (LW) or approved withdrawal (AW) for one or more of their subjects is not automatically granted a refund of the tuition fees incurred for those subjects. Students must apply separately for a refund and meet the eligibility criteria for a refund of tuition fees, which is different to the eligibility criteria for late withdrawal and approved withdrawal.

Refund application process

(137) To apply for a refund of subject tuition fees incurred after the census date has passed, all students use the same application form, regardless of whether they paid their fees upfront or deferred them to a HELP loan (or both). Note, international students use the form below to apply for the initial assessment of reimbursement of fees and then have an additional process for the refund of fees as per the International Student Fee Refund Procedure. Applications must contain relevant supporting documentation as evidence of the special circumstances that prevented the student from successfully completing their subject(s).

(138) Students must complete the online remission or reimbursement application form to apply for a refund of their tuition fees after census date, which covers each type of refund listed below:

1. Reimbursement/refund of upfront payments - for CSP and FFP students who have paid their tuition fees upfront directly to the University (including domestic, non-resident, and international students).
2. Remission/recredit of HELP debt - for students who have deferred their tuition fees to a HELP loan (including both HECS-HELP and FEE-HELP students).
3. Combined remission of HELP debt and reimbursement of upfront payments - for students who have deferred part of their tuition fees to a HELP loan and paid part of their tuition fees upfront to the University (including both HECS-HELP and FEE-HELP students).

(139) Refund applications must be submitted within 12 months of the end of the relevant teaching period (in which the subjects were enrolled), or within 12 months of receiving their LW or AW grade(s) as an outcome of applying for special consideration or review of grade.

Late applications for a refund after census date

(140) The Director, Student Administration has discretion to accept a late application for a refund of tuition fees received after the 12 month submission due date has passed where the student provides satisfactory evidence of special circumstances beyond their control that prevented them from applying in time.

Refund payments to students

(141) The Division of Finance will normally process payments to students within four weeks of:

1. the census date, for subjects withdrawn by census date where no special circumstances are claimed, or
2. the date on which an application for a refund after census date was approved (where the student is claiming special circumstances which need to be assessed before the refund payment can be processed).

(142) Tuition fee refunds will be paid to the nominated bank account in Australian dollars.

(143) Late payment and late subject enrolment fees will not be refunded.

(144) The following units and roles are responsible for assessing and processing student applications for a refund of tuition fees:

1. Where a student claims special circumstances as a factor in their refund request, the application will be assessed and decided by the Director, Student Administration (or nominee) before it can be processed by the Division of Finance.
2. The Division of Finance processes all student refund applications once they have been approved and referred to them by Student Administration.

Review of Decision

(145) Students who are dissatisfied with the outcome of their initial application for remission or reimbursement may request a review of the decision. The request must be submitted within 28 calendar days of the original decision outcome notification. The review will be conducted by a senior staff member who was not involved in the original assessment. The student must provide new or additional evidence or clearly outline why the original decision should be reconsidered.

External Review of a Decision

(146) If a student remains dissatisfied following the internal review:

1. Commonwealth supported students may apply for a review of the decision to the Administrative Review Tribunal (ART). Applications must be lodged within 28 calendar days of the University's final decision.
2. Full fee-paying students may lodge a complaint with the National Student Ombudsman (NSO) if they believe the decision was unfair or the correct process was not followed. Complaints must be lodged within 28 calendar days of the University's final decision.

Non-payment of fees

(147) Where a student does not pay all fees arising from their enrolment by the due date as stated on their invoice/fee statement, they may be charged a late enrolment fee.

(148) Where a student fails to pay all of their fees for the current teaching period by the relevant census date, the Division of Finance will restrict the student’s access to the following facilities until the debt is paid:

1. results and transcripts
2. the learning management system and online subject resources and materials
3. student services, such as the library
4. re-enrolment in future teaching periods, and
5. graduation

Domestic Students

(149) Where a student does not pay or arrange deferment of their tuition fees by the census date of each teaching period in which they are enrolled, Student Administration will cancel their enrolment in all subjects for the current teaching period, and may cancel their enrolment in the course.

International students (student visa holders) and non-domestic students studying on campus within Australia while on any temporary visa other than the student visa

(150) Non-payment of tuition fees is grounds for cancellation of each student’s enrolment with the University. An international (student visa) or non-resident student (all visa types) who fails to pay their tuition fees by the relevant census date in each teaching period is in breach of their enrolment conditions, and the University will take the following actions as required by legislation (in addition to the sanctions, penalties, and outcomes that apply to all students as stated above):

1. notify the student of its intention to report this to the Department of Home Affairs, and
2. provide the student with an appropriate appeal period in which to rectify this issue by paying their outstanding fees or by submitting an appeal if they feel there has been an error with their invoice/fee statement.

(151) If the student fails to pay their outstanding fees or submit an appeal within this period (including external appeals/complaints), or if their appeal is denied, the University will cancel the student’s enrolment in the course, and report this to the government by cancelling their confirmation of enrolment (COE), which may lead to the cancellation of their student visa.

(152) International students will need to contact the Department of Home Affairs directly to discuss any impact this will have on their visa.

Section 4 - Guidelines

(153) Nil.

Section 5 - Glossary

(154) Most of the terms used in this procedure are defined in the glossary section of the Enrolment and Fees Policy. For the purposes of this procedure, the following additional terms have the definitions stated:

1. Commencing student - a student who has accepted a place in a course, or who is in their first period of study in a course at this University.
2. Commonwealth assistance form (CAF) - this form must be completed by eligible domestic students requesting HECS-HELP or FEE-HELP assistance to defer payment of their fees to a HELP loan.
3. Commonwealth supported place (CSP) - a place in an eligible course for eligible domestic students where their units of study are partly funded by the Commonwealth Government.
4. Continuing student – a student continuing their enrolment beyond the first teaching period of study in their course.
5. Equivalent full-time study load (EFTSL) – the value of each subject as a percentage of the overall standard full-time study load each year.
6. FEE-HELP (Fee-Higher Education Loan Program) - a loan for eligible domestic full-fee paying students to defer payment of their tuition fees to a later date.
7. Full fee place (FFP) – a place for students to study in a course without government subsidy, where they must pay their tuition fees upfront and in full for each period of their enrolment. This type of fee place can apply to both domestic and international students.
8. Graduation planning system (GPS) – a web-based degree planning tool that outlines each student’s course structure, assists with subject selection for enrolment in each teaching period, and allows students to monitor their academic progress towards course completion and graduation.
9. HECS-HELP (Higher Education Contribution Scheme – Higher Education Loan Program) - a loan for eligible Commonwealth supported students to defer payment of their fees to a later date.
10. HELP (Higher Education Loan Program) – refers to the Commonwealth Government’s Higher Education Loan Program, where eligible students can defer payment of their tuition fees for each period via HECS-HELP or FEE- HELP. For more information about HECS-HELP and FEE-HELP, see the Commonwealth Government’s Study Assist website.
11. Point – A measure of the volume of learning for each subject and course at this University. Sometimes known as ‘credit points’, ‘course points’ or ‘subject points’, each point is equivalent to between 17.5 and 20 learning hours per year, and most standard subjects are worth 8 points, which equates to 0.125 EFTSL or 12.5% of an annual full-time study load.
12. Study Link subject – a non-credit-bearing subject available for students to help bridge gaps in knowledge, which can be completed alongside a student’s formal enrolment in a course or program.
13. Student number – The Charles Sturt student number is an 8 digit number that is issued to each student by the University, and must be quoted by the student in all correspondence with the University from the commencement of their enrolment onwards. This student number is different to the Unique student identifier (USI).
14. Unique student identifier (USI) - The USI is a reference number made up of ten numbers and letters that is issued by the Australian Government and acts as a single unique identifier for all students studying within Australia. Each student must obtain a USI and provide this number to the University. The USI is different to the Charles Sturt student number.