• Section 1 - Purpose
• Document context
• Section 2 - Procedure
• Part A - General
• Student records and information
• Contact details
• Personal details (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
• Adding subjects (enrolling)
• Compulsory teaching periods
• Subject substitutions
• Prerequisites and assumed knowledge
• Prerequisite waivers
• Academic suitability
• Withdrawing from subjects
• Withdrawal after census
• Failure to enrol
• Leave of absence (LOA)
• LOA applications – domestic and non-resident students
• LOA applications – international students
• Returning after leave of absence
• Study load
• Domestic and non-resident 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
• Cross institutional study
• Incoming students 
• Outgoing students
• Part C - Fees
• Payment of tuition fees
• Commonwealth assistance (CSP and HELP) eligibility requirements
• Payment options
• Student services and amenities fee (SSAF)
• Refunds before census date
• HELP loan refunds – before census
• Upfront payment refunds – before census
• Refunds after census (special circumstances)
• Eligibility for refunds after census
• Refund application process
• Refund payments to students
• Review of decision
• External review of a decision
• Late payments or non-payment of fees
• Withdrawal from course for non-payment of tuition fees
• Late fees and other restrictions
• International students and other temporary visa holders
• Section 3 - Glossary

Section 1 - Purpose

(1) This procedure supports the Enrolment and Fees Policy by stating detailed requirements for enrolment and fee processes at Charles Sturt University (the University; Charles Sturt).

Document context

Section 2 - Procedure

Part A - General

Student records and information

Contact details

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

1. Home/postal address, both in Australia and overseas (where relevant)
2. Email
3. Phone number
4. Emergency contact (name and details)

(3) Students are sent important notifications, reminders, and messages throughout the year. The University will not relax due dates, penalties or other determinations made where a student did not receive or respond to communications because their contact details were out of date.

(4) Higher degree by research candidates will be issued a University email address on admission and cannot alter this until after they graduate or leave the University. All official communications from the University will be sent to this email address.

(5) International students must notify the University within seven days if there is any change to their overseas residential address and/or Australian address and contact details. 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.

Personal details (name, date of birth, visa, or residency status)

(6) Students are responsible for ensuring that all personal details on their enrolment record are correct and complete, including their name, date of birth, visa, residency or citizenship status.

(7) Students must advise the University of any changes or corrections required to their personal details as soon as they occur, and provide any evidence or supporting information if required.

(8) International students must notify the University immediately if there is any change to their visa or visa conditions.

(9) Legal documentation and evidence 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 studing in Australia 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).

(12) Students who do not provide their USI are not permitted to enrol in any subjects (or, for international students only, not permitted to continue their course beyond the first teaching period) and will be withdrawn from their course if they do not rectify this.

Student card (Charles Sturt card)

(13) Students must have an active Charles Sturt card when visiting or studying at a University campus. Without an active card, students cannot access various services and facilities.

(14) Students can apply for their Charles Sturt card through the student portal. Charles Sturt staff undertaking study with the University can be issued a Charles Sturt card that includes their staff and student numbers.

(15) The University will charge a fee to issue a replacement Charles Sturt card.

(16) The University reserves the right to request additional identification to verify a student’s identity at any time.

Student authority to access information

(17) 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. To do so, students must complete the authority to access student information form.

(18) An authorised party or representative may act for the student in accordance with the following table:

(19) Students and third parties may request access to student information in accordance with the Records Management Procedure - Access to University Records

Commencement of studies (international students)

(20) 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 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. 

(21) 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 (as per the Enrolment and Fees Policy and University Student Appeals Policy and Procedure).

(22) If the student does not appeal, or their appeal is unsuccessful, the University will withdraw them from the course and report this to the government by cancelling their COE, which may lead to the cancellation of their student visa. If the student’s health or wellbeing, or the wellbeing of others, is likely to be at risk, they may be withdrawn from the course before the end of the appeal period. 

(23) 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

(24) The following enrolment timelines apply to all teaching periods: 

1. Enrolments will normally open in November for all teaching periods in the following academic year.
2. Enrolments will normally close at 11:59 pm on the third Monday of the teaching period, or at 11:59 pm on the census date, whichever is earlier, unless sub-clause c. applies.
3. Enrolments may close earlier than stated at sub-clause b. if the subject quota is reached or other operational and logistical requirements apply. This may include animal ethics approval limits, practical class capacity, mandatory pre-commencement requirements, or early assessment scheduling.
4. Census dates are determined under the Academic Calendar Schedule.

(25) Students must be enrolled in all subjects they intend to complete in a teaching period before the subject enrolment closes. Where a system or processing failure within the enrolment administration system directly prevents timely enrolment, the University may enrol a student in a subject after the enrolment close date.

Adding subjects (enrolling)

Compulsory teaching periods

(26) Students must be enrolled in at least one subject or have an approved leave of absence for every compulsory teaching period to retain their place in their course.

(27) Compulsory teaching periods will normally be the following, except where different compulsory periods are identified for specific courses (see also the Academic Calendar Schedule): 

1. For session-based courses, sessions 1 and 2, except for sub-clause b.
2. For session-based courses with compulsory session 3, all sessions are compulsory (see the compulsory Session 3 courses).
3. For term-based courses, terms 1, 2 and 3.
4. For courses with year long periods, all teaching periods are compulsory.
5. For ADPP periods, all sessions are compulsory.
6. For higher degree by research (HDR) courses, all sessions are compulsory.

Subject substitutions

(28) Subject substitutions occur where a change to a student’s course structure (as stated in the University Handbook) is approved. Subject substitutions are approved in accordance with Delegation Schedule E - Academic:

1. Course Director - when the level of the subject remains the same,  up to 25% of total course points.
2. Associate Dean, Academic - when the substituted subject is at a different level to the original subject and/or exceeding 25% of total course points.

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

(30) Where subject substitution is granted as an outcome of a credit application, the credit will be added to the student record and the student’s course structure will be updated.

Prerequisites and assumed knowledge

(31) Subjects may have assumed knowledge or prerequisite requirements. Students enrolling in these must meet the requirements stated in the subject’s University Handbook 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).

(32) Only a substantive passing grade or permanent credit status will be accepted as meeting the prerequisite requirements (subject to clauses 33-35).

1. As per the Assessment Policy, passing grades are HD, DI, CR, PS, SY, H1, H2a, H2b and H3
2. As per the Credit (Advanced Standing) Policy, the credit status may be credit graded or credit ungraded, but may not be forward credit.

(33) Students who are undertaking or plan to undertake the prerequisite(s) for a subject can enrol in that subject in advance, but cannot start the subject until they have received the substantive passing grade or credit status for the prerequisite(s). In these circumstances:

1. a temporary grade or review of grade process will not normally be accepted to meet the prerequisite requirements, however, a temporary TA grade may be considered in exceptional circumstances, on a case by case basis
2. if the student fails the prerequisite subject, Student Administration will escalate a request to the faculty to review the student’s enrolment in the next subject and,
   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.

(34) If the student requests a review of grade for a failed prerequisite 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

(35) Students may apply for a subject prerequisite requirement to be waived [link to be added].

(36) 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

(37) 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. If subjects have assumed knowledge and/or prerequisite requirements, the Course Director (on the recommendation of the Subject Coordinator) must be satisfied the student has a reasonable chance of success to permit a prerequisite subject waiver.

Withdrawing from subjects

Withdrawal before census

(38) Students can withdraw from subjects up until 11:59 pm of the census date in each teaching period, and:

1. will not be liable for the subject tuition fees
2. no record of the subject enrolment will appear on their academic transcript.

Withdrawal after census

(39) Students may be able to withdraw from a subject after census without receiving a fail grade for the subject. Applications to withdraw after census have different requirements that depend on the student cohort and/or when the application is submitted:

1. Domestic and non-resident students can apply to withdraw after census without providing evidence for special consideration, if they submit their application by the last date to withdraw without fail (see clause 40). An application submitted after this date must include evidence to support special consideration, as per the Enrolment and Fees Policy.
2. International students must apply for and provide evidence to support special consideration for any application to withdraw submitted after census, in accordance with the National Code.

(40) The last date for domestic and non-resident students to withdraw without fail or without special consideration as per clause 39a. is:

1. two weeks before the end of a micro session 
2. four weeks before the end of a main teaching period, or
3. eight weeks before the end of a yearlong teaching period.

(41) Where a student does not request a subject withdrawal and/or their request is not approved, and they do not meet the assessment requirements for the subject, they will receive a fail grade on their academic transcript

(42) Students who withdraw from a subject after census are liable for all fees for that subject, but may apply for a refund after census if special circumstances apply, as per Part C.

Withdrawing from all subjects in a compulsory teaching period

(43) Students who withdraw from all subjects in a compulsory teaching period must request a leave of absence by 11:59 pm of the census date. The ‘Failure to enrol’ heading in this procedure applies if students are not enrolled in any subjects or on an approved leave of absence after census in a compulsory teaching period.

Failure to enrol

(44) Students who have withdrawn from all subjects, not enrolled, or have not taken approved leave of absence for 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 final enrolment date
2. request a leave of absence and return to study in the next teaching period (if they are eligible to do so), or
3. withdraw from their course.

(45) The following actions will be undertaken 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, students who are not enrolled in any subjects will be contacted and provided with instructions to maintain their current enrolment status by adding one or more subjects or requesting a leave of absence.
   2. If a student does not enrol in any subjects or request a leave of absence by the relevant census date, Student Administration (or the education partner provider) will formally notify the student that they will be withdrawn from their course unless they take action as outlined in the notification.
   3. The student will have 10 working days to confirm whether they wish to continue in the course. If the student does not respond within this timeframe, they will be withdrawn from their course.
   4. If the student responds within this timeframe and requests to continue in their course, Student Administration will:
      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 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 within Australia while on any temporary visa other than a student visa:
   1. A student who fails to enrol into each compulsory period is in breach of their enrolment conditions.
   2. The University will notify the student that it intends to withdraw them from their course and report this to the Department of Home Affairs, where required. The University will 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 withdraw the student from the course and report this to the government by cancelling their confirmation of enrolment (COE). This 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 are included in the intention to report process at sub-clause b. above).

Leave of absence (LOA)

(46) Students in coursework courses may take leave of absence (LOA) for one or more teaching periods up to a maximum of two years in total, unless one of the following restrictions apply:

1. International students (student visa holders) may only take LOA where permitted under clause 50.
2. Students in their first teaching period (commencing students) are not permitted to take LOA and should apply to defer their enrolment instead, subject to the restrictions and conditions stated in the Admissions Policy.
3. Some courses do not permit leave from study (e.g. the University Certificate in Workforce Essentials).
4. Students are not permitted to take LOA if their course is in phase out or teach out status.

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

(48) 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 46, the delegated authority under Delegation Schedule E - Academic and Research

LOA applications – domestic and non-resident students

(49) Domestic and non-resident coursework students who are seeking leave of absence:

1. within the allowed limit must submit their request via the 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
2. beyond the allowed limit must provide evidence of circumstances that support special consideration as per the Enrolment and Fees Policy, for approval by the delegated authority.

LOA applications – international students

(50) International students (student visa holders) will only be permitted to take leave of absence where:

1. there is evidence of compassionate or compelling circumstances that support special consideration as per the Enrolment and Fees Policy, or
2. it is part of a formal intervention plan to address unsatisfactory progress.

(51) International students who are seeking a leave of absence must submit their request and supporting evidence to the Director, Student Administration (or nominee) for approval by 11:59 pm on the census date of the teaching period in which the leave is to begin.

(52) 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

(53) 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.

(54) Students who wish to take further time away from study may submit a new request for a leave of absence (if eligible), subject to the requirements listed above.

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

(56) 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 under the ‘Failure to enrol’ heading.

Study load

(57) The standard equivalent full-time study load (1.0 EFTSL) is 64 points per academic year, although some courses may prescribe a full-time study load that exceeds this. The most common full-time enrolment patterns are:

1. two teaching periods per academic year, each with 32 points of subjects (which is standard for most courses), or
2. three teaching periods per academic year, with two periods of 24 points worth of subjects and one period with 16 points of subjects.

(58)  Course structures and enrolment patterns to maintain a full-time study load are set out in the University Handbook, or students will be provided with a study plan if they have a non-standard course structure. Some courses may allow the enrolment pattern to be varied, depending on subject availability or student cohort.

Domestic and non-resident student study loads

(59) Domestic and non-resident coursework students can normally vary their study load between part-time and full-time by changing the number of subjects they enrol in each teaching period, up to a maximum of 32 points per teaching period. However:

1. the minimum enrolment requirements under the ‘Compulsory teaching periods’ heading applies
2. students must maintain a study load that will allow them to complete the course within the maximum time for completion, as per the Course and Subject Procedure - Coursework Design
3. some courses do not allow the enrolment pattern or study load to be varied.

(60) Unless their course has a higher or non-standard full-time study load, domestic and non-resident coursework students must not exceed a study load of 32 points in a teaching period without their Course Director’s approval. The Course Director may approve a study load up to 40 points in a teaching period if the student:

1. has completed at least two teaching periods of study previously (not including a leave of absence)
2. has a grade point average of 5 or above
3. does not have a fail grade or withdrawn status for any subjects undertaken in their most recent two teaching periods (this sub-clause may be waived if the student has 25% or less of their course left to complete).

(61) 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).

(62) Students who need to study full-time for government calculation purposes (including Centrelink and some scholarships), must maintain a minimum study load of 75% (that is, 0.75 EFSTL).

International student study loads

(63) 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.

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

1. it has been agreed to as part of an intervention strategy
2. there is evidence of compassionate or compelling circumstances that support special consideration as per the Enrolment and Fees Policy, or
3. there are not enough subjects available in the current teaching period that meet the student’s remaining course requirements.

(65) Student Administration monitors international student study loads each session and notifies the Faculty Courses team of students who have reduced their study load without approval. The Faculty Courses team will 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.

(66) 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

(67) 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 withdraw the student from 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

(68) Maximum course completion times are set under the Course and Subject Procedure – Coursework Design.

(69) Coursework students who have been enrolled in the same course (as indicated by the registered course/program/government code) for seven years, either continuously or with approved leaves of absence, will be notified by Student Administration of the requirement to complete their course within the maximum time and offered support to do so.

(70) Once a coursework student has been enrolled in the same course (as indicated by the registered course/program/government code) for the maximum course completion time, either continuously or with approved leaves of absence, the Director, Student Administration will withdraw the student from the course, in consultation with the Course Director or on the advice of faculty academic leadership.

Concurrent enrolment

(71) 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 if the concurrent enrolment involves two Charles Sturt courses). See the Admissions Policy and Admissions Procedure for information about applying for admission to undertake concurrent study.

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

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

(74) 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.

(75) 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

(76) 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 Sub Dean (Graduate Studies).

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

(77) 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.

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

(79) 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 Charles Sturt.

(80) An international student 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.

(81) 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 

(82) Students from other institutions seeking to undertake cross-institutional study with Charles Sturt may apply for admission in accordance with the Admissions Policy and Admissions Procedure.

(83) Student Administration staff will assess eligibility for Commonwealth assistance if this is not provided by the Admissions office.

Outgoing students

(84) Students currently enrolled with Charles Sturt may apply for outgoing cross-institutional study to undertake one or more subjects at another university and receive credit for the subject(s) towards their Charles Sturt course, as per the Credit Policy and procedure.

(85) Student Administration staff 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

(86) The Schedule of Fees and Charges states the University’s tuition fees. Published tuition fees apply to the specified year only and are subject to change on an annual basis.

(87) Students are notified of their tuition fees each teaching period and receive reminders of any outstanding fees prior to census. Tuition fees must be paid upfront and in full by the due date on their invoice/fee statement, unless they are eligible to defer payment of their fees via a HELP loan or payment is provided for through other means (such as a scholarship arrangement).

Commonwealth assistance (CSP and HELP) eligibility requirements

(88) Students admitted to a Commonwealth-supported place (CSP) must submit the relevant Commonwealth assistance form (eCAF) before they enrol in any subjects. The eCAF is required even if the student intends to pay their tuition fees upfront and in full every teaching period and is not deferring their fees via HECS-HELP.

(89) Students admitted to a CSP and/or who defer their tuition fees via HECS-HELP or FEE-HELP must meet the following requirements throughout their course:

1. Be assessed as academically suitable for admission to their course and subject enrolments (see the above ‘Academic suitability’ heading).
2. Be offered and have accepted a place in a course that is eligible for CSP, HECS-HELP or FEE-HELP.
3. Submit their Commonwealth assistance form (eCAF) and unique student identifier (USI) by the due dates.
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 2.0 EFTSL per year, unless they have been granted formal overload approval by the University (see the ‘Study load’ heading).
6. Meet the genuine student requirements (under HESA and the Higher Education Provider Guidelines 2023 chapter 9) throughout their enrolment, which ensure students are not inappropriately incurring debts when receiving Commonwealth assistance through a CSP and/or HELP loan. Genuine student eligibility is monitored and assessed each teaching period and includes consideration of whether students: 
   1. have engaged with their studies, measured via interaction with online subject content and learning materials using the learning management system 
   2. have responded to contact and communications made under the Support for Students - Early Intervention Procedure, and/or 
   3. have maintained the currency of their enrolment records and personal contact details.

(90) Students who do not meet or continue to meet the eligibility requirements at clause 89 are ineligible for Commonwealth assistance and:

1. if they are or become ineligible for their CSP, will be withdrawn from their CSP and must then either:
   1. accept a full-fee place (if available)
   2. defer their commencement (if eligible)
   3. apply for admission to a CSP in a later intake if they become eligible
2. if they are or become ineligible for HELP loan assistance, will be required to pay their tuition fees up front and in full.

(91) The Study Assist website provides more information about the eligibility requirements for Commonwealth assistance.

Payment options

(92) Students in a full fee place may be eligible for an extension to their payment due date or a payment plan. Terms and conditions apply, which will be provided by the Division of Finance (or education partner provider where relevant) when a student submits a request.

Student services and amenities fee (SSAF)

(93) Students must pay the student services and amenities fee (SSAF) each teaching period, as per the Schedule of Fees and Charges. Exceptions apply for students enrolled with some offshore partner providers or some courses.

(94) HELP eligible students can apply to defer payment of their SSAF to a Student amenities – Higher education loan program (SA-HELP) loan. To do so, 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.

(95) SSAF must be paid upfront or deferred to SA-HELP for each subject in each teaching period, by the date specified on the SSAF invoice.

(96) Once the census date has passed, the University will not refund or remit SSAF fees for the current teaching period under any circumstances.

Refunds before census date

HELP loan refunds – before census

(97) Any tuition fees that were deferred to a HELP loan will be automatically reversed if the student withdraws from the relevant subject(s) by 11:59 pm on the relevant census date. This includes both HECS-HELP and FEE-HELP loans.

Upfront payment refunds – before census

(98) Tuition fees paid upfront by a domestic or non-resident student will be refunded if the student withdraws from the relevant subject(s) by 11:59 pm of the subject’s census date. The refund will normally:

1. appear as a financial credit on the student’s University account at the time of the withdrawal and will be applied to fees payable for other subjects the student is enrolled in at census, and
2. be refunded to the student’s nominated bank account if any amount remains in credit to the student after the census date (this process may take up to four weeks).

(99) Tuition fees paid upfront by an international student who withdraws before census will be treated in accordance with the International Student Fee Refund Procedure.

Refunds after census (special circumstances)

(100) Students are liable for the tuition fees for any subjects they are enrolled in at or after midnight on the census date in each teaching period. Refunds after census will only be considered where the student is eligible for special consideration for tuition fee refunds or HELP loan remission/reversals, in accordance with the special circumstance provisions under HESA.  

Eligibility for refunds after census

(101) Students may be eligible for a refund of tuition fees incurred for subjects they are enrolled in after census if:

1. they can demonstrate that they have experienced special circumstances as outlined on the Study Assist website and the Higher Education Support (Administration) Guidelines 2022, and these arose too late for the student to withdraw before census date, and
2. they have either withdrawn from or failed (and received a final grade of FL, FNS, or US) for the subject(s).

(102) Tuition fees will not be refunded for subject(s) if the student:

1. has completed the subject and received a passing grade, or
2. has not yet received a final grade and has not applied for and/or been granted a withdrawal from the subject.

(103) This includes applications for either or both of:

1. reimbursement/refund of upfront payments - for 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.

(104)  For international students, where the claim of special circumstances cannot be upheld by the University, the student’s tuition fees will be treated in accordance with the relevant refund schedule at Part B of International Student Fee Refund Procedure, based on the reason and timing of their withdrawal.

Refund application process

(105) Students who are approved to withdraw after census are not automatically eligible for or granted a refund (by reimbursement ore remission) of the tuition fees. To apply students must:

1. complete the remission or reimbursement application form (this form becomes available once they complete the subject or their enrolment status shows the withdrawn status)
2. demonstrate their eligibility for the refund as per clause 101.

(106) Refund applications must be submitted within 12 months of:

1. the end of the teaching period of the subjects that the refund is sought for, or
2. where a withdrawal is approved due to special circumstances, the withdrawal being approved.

(107) A refund application may be accepted after 12 months if the student was prevented from applying in time and provides evidence to support special consideration. (Note, late refund requests are assessed against the special consideration provisions of the Enrolment and Fees Policy and may allow for different or broader circumstances than the ‘special circumstances’ criteria at clause 101).

Refund payments to students

(108) Refund payments to students will normally be processed within four weeks of:

1. the census date, or
2. the date on which an application for a refund after census due to special circumstances was approved.

(109) Tuition fee refunds administered by the University will be paid to the nominated bank account in Australian dollars. Where an education partner provider administers student fees and payments, refunds may be in the local currency of the partner provider.

(110) Late fees and SSAF will not be refunded.

Review of decision

(111) 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

(112) 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.

Late payments or non-payment of fees

Withdrawal from course for non-payment of tuition fees

(113) Where a student does not pay or arrange to defer their tuition fees by the census date of each teaching period in which they are enrolled, Student Administration will withdraw them from all subjects for the current teaching period and may withdraw them from the course.

Late fees and other restrictions

(114) Where a student has outstanding fees that are not paid or deferred by the due date, the University may:

1. charge late fees in addition to the outstanding fees owed
2. partially or fully restrict the student’s access to:
   1. results and transcripts
   2. learning management systems and online subject resources and materials
   3. student services such as the library
   4. enrolment in future teaching periods
   5. graduating or attending graduation ceremonies.

(115) The University allocates any payments made towards a student’s outstanding liabilities in the order of date due, with the earliest due date first.

International students and other temporary visa holders

(116) International and non-resident students studing in Australia with student visas or another visa type are in breach of their enrolment conditions if they fail to pay their tuition fees by the relevant census date in each teaching period. Where this occurs, the University will (as required by legislation):

1. notify the student of its intention to report the breach 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.

(117) If the student fails to pay their outstanding fees or submit an appeal within this period, or if their appeal is denied, the University will withdraw the student from the course and report this to the government by cancelling their confirmation of enrolment. This may lead to the cancellation of their visa.

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

Section 3 - Glossary

(119) This procedure uses terms defined in the Enrolment and Fees Policy, as well as the following:

1. Commencing student - means 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 (eCAF) - means the form must be completed by eligible students requesting HECS-HELP or FEE-HELP assistance to defer payment of their fees to a HELP loan.
3. Commonwealth supported place (CSP) - means a place in an eligible course where tuition fees are partly funded by the Commonwealth government.
4. Compassionate or compelling circumstances – means circumstances for which special consideration may be given as per the Enrolment and Fees Policy.
5. Days - mean business days when the University is open (not including NSW public holidays or University closedown periods), unless calendar days is specified. Days or times will refer local New South Wales time, being either AEST (GMT+10) or AEDT (GMT+11) as relevant to the time of year.
6. Domestic student – as defined in the policy library glossary.
7. FEE-HELP - means a Fee – Higher Education Loan Program loan for eligible full-fee paying students to defer payment of their tuition fees to a later date.
8. Full fee place (FFP) – means a place in a course without government subsidy for tuition fees, where students must pay their tuition fees upfront and in full for each period of their enrolment.
9. HECS-HELP - means a Higher Education Contribution Scheme – Higher Education Loan Program loan for eligible Commonwealth supported students to defer payment of their fees to a later date.
10. International student – as defined in the policy library glossary.
11. Non-resident student – as defined in the policy library glossary.
12. Point – as defined in the policy library glossary.
13. Special circumstances – means the circumstances for which tuition fees may be refunded, remitted or reversed after census as per clause 101, in accordance with the Higher Education Support Act 2003 and Higher Education Support (Administration) Guidelines 2022. Special circumstances are a sub-set of the circumstances for which special consideration and enrolment flexibility can be given under the Enrolment and Fees Policy.
14. Study Link subject – means 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.
15. Student number – means the 8 digit number Charles Sturt student number. The student number is different to the unique student identifier (USI).
16. Unique student identifier (USI) - means the reference number issued by the Australian Government that identifies all students studying within Australia. The USI is different to the Charles Sturt student number.