• Section 1 - Purpose
• Scope
• References
• Section 2 - Glossary
• Section 3 - Policy
• Section 4 - Procedure
• Responsibilities
• Course withdrawal
• Refund applications
• Refunds of OSHC payments
• Refund schedule for commencing students
• Refund schedule for continuing students
• Refunds after census date in exceptional circumstances
• Payment of refunds
• Appeals and complaints
• Section 5 - Guidelines

Section 1 - Purpose

(1) This procedure supports the Admissions Policy and Enrolment and Fees Policy by stating:

1. the conditions under which an international applicant for admission to a course at Charles Sturt University (the University) who does not take up their course may receive a full refund of tuition fees, or a partial refund, or no refund,
2. the conditions under which an international student enrolled in a course at the University who withdraws from the course may receive a full refund of tuition fees paid in advance, or a partial refund, or no refund,
3. the processes for applications for tuition fee refunds, and
4. the avenue for students to appeal a decision to refund, partially refund or not refund students’ tuition fees.

(2) This procedure is intended to ensure that the University complies with the Education Services for Overseas Students Act (ESOS) and its associated regulations, the Tuition Protection Service (TPS), and the National Code of Practice for Providers of Education and Training to Overseas Students.

(3) The University will determine refunds of tuition fees for international students in accordance with this procedure and the student’s written agreement with the University.  This procedure should be read alongside the written agreement, the Admissions Policy and the Enrolment policy.

Scope

(4) The scope of this procedure is limited to applications for a refund of tuition fees for international students who were studying in Australia on a student visa at the time that the tuition fees were charged.

(5) The refund of tuition fees section of the Enrolment and Fees Policy states the conditions under which the University will refund tuition fees for non-resident and domestic students.

References

(6) Where supporting documents are named in this procedure, they will be listed in the associated information tab.

Section 2 - Glossary

(7) For the purposes of this procedure, the following terms have the definitions stated:

1. Beneficiary - the person or organisation responsible for payment of fees to the University. The student is the default beneficiary unless there is a third party sponsoring arrangement in place.
2. Census date – as defined in the policy library glossary.
3. 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.
4. Confirmation of enrolment (COE) – an official document issued to international students to confirm they have accepted a place and are eligible to enrol in a course at this University. The COE provides information about student enrolment status, course details, expected course duration, and enrolment start and end dates. 
5. Continuing student – a student continuing their enrolment beyond the first teaching period of their course.
6. Domestic course – a course delivered by an Australian education provider, including courses provided by this University and by partner institutions located within Australia.
7. Domestic student – a student who at the time of the relevant study is an Australian citizen or permanent resident, New Zealand citizen, or holds an Australian permanent humanitarian visa.
8. Education Services for Overseas Students Act (ESOS) – establishes legislative requirements and standards for the quality assurance of education and training institutions offering courses to international students who are in Australia on a student visa.
9. International/overseas student– a student who is not a domestic student at the time of the relevant study, who is studying within Australia on a temporary student visa.
10. In writing – means a legible hard copy letter or document written in English and signed by the relevant student, or an email sent by a student from their personal email account as nominated on their student record.
11. Letter of offer (Offer Letter) – the written agreement outlining a student’s enrolment contract with the University.
12. Letter of release – a letter issued by the University to an international student studying on an Australian student visa, giving them permission to transfer their enrolment to another institution.
13. National code – the ESOS National Code of Practice for Registration Authorities and Providers of Education and Training to Overseas Students.
14. Non-resident student – all students who are not classified as ‘domestic’ or ‘international/overseas’ as defined in this glossary in relation to their visa/citizenship and location status. Non-resident students include: any student enrolled in a non-domestic course (including Australian domestic students studying overseas in a course delivered by an offshore partner institution); non-domestic students studying on campus within Australia while on any temporary visa other than the student visa; and non-domestic students who are studying in a domestic course that is delivered entirely online, where they do not need a student visa for their enrolment.
15. Non-tuition fees - any fees required for items not directly related to tuition fees. Examples include Overseas Student Health Cover (OSHC), student services and amenities fees (SSAF), library fines, accommodation fees, and other fees and charges related to additional administrative costs incurred by the University, such as late payment and late enrolment fees.
16. Teaching period – as defined in the policy library glossary.
17. Tuition fees - fees charged for each unit of study (subject) that a student is enrolled in.
18. Written agreement – this is the University’s letter of offer to the student, containing the enrolment contact between the student and the University, which is agreed to by the student when they accept their offer.

Section 3 - Policy

(8) This procedure supports the Admissions Policy and Enrolment and Fees Policy and should be read alongside these documents and their relevant procedures.

(9) The Enrolment and Fees Policy states the requirements and processes for all enrolment matters related to international students aside from tuition fee refunds.

Section 4 - Procedure

Responsibilities

(10) Student Administration is responsible for monitoring international student enrolments in accordance with ESOS requirements, including conducting a preliminary assessment of international student refund applications before referring them to the Division of Finance for processing.

(11) Where an international student claims exceptional circumstances as a factor in their refund request, Student Administration will refer the application to the Executive Director, Division of Students (or delegate) for assessment before it can be processed by the Division of Finance.

(12) The Division of Finance processes all international student refund applications once they have been approved and referred to them by Student Administration or International Admissions, as relevant.

Course withdrawal

(13) International students are strongly encouraged to discuss any decision to withdraw from their course with the University before doing so, as this will result in the cancellation of their confirmation of enrolment (COE) which may lead to the cancellation of their student visa.

(14) Students seeking to transfer courses within this University are advised to submit their application for admission to study in their new course before submitting any request for course withdrawal. See the Admissions Policy and Procedure for information about applying for a new course or transfer.

(15) Students seeking to transfer their enrolment to another provider must follow the process outlined in the International Students Provider Transfer Procedure.

(16) In order to withdraw from their course, international students must submit a request in writing to Student Administration, after which the University will cancel their confirmation of enrolment and report this change in current enrolment status to the Government. Students must directly contact the Department of Home Affairs to discuss the impact this will have on their student visa.

Refund applications

(17) Depending on the timing of a student’s request to withdraw from their course and/or subjects, international students may be eligible for a full or partial refund of the tuition fees they have paid to the University.

(18) Students seeking a refund must follow the instructions outlined on the relevant refund application form and attach the required supporting documentation before submitting their request.

(19) Applications for a refund of tuition fees will only be considered if they are submitted within 12 months from the end date of the teaching period for which the tuition fees were charged.

(20) Applications for a refund are based on the tuition fees that have been paid for each subject, and students must identify each subject they are requesting a refund for on their application form.

Refunds of OSHC payments

(21) Applications for a refund of Overseas Student Health Cover (OSHC) payments should be made directly to the insurance provider once a student has commenced their enrolment in a course.  

(22) However, international students may submit a request for a refund of OSHC payments directly to the University where they were prevented from taking up their place of study in the event of: 

1. their student visa being refused, or
2. due to exceptional or unforeseen circumstances (such as those listed below and outlined on the relevant refund forms).  

(23) In such instances, the relevant Admissions Office will immediately cancel the OSHC insurance on the student’s behalf and notify the Division of Finance that the OSHC has been cancelled, as well as cancel the student’s enrolment in the course and their confirmation of enrolment, which may result in the student’s visa being cancelled by the Department of Home Affairs. 

(24) The University will then provide the student with the relevant refund form and request it to be completed and returned with the relevant supporting documents. 

(25) Once the student completes and returns the form with supporting documents, these will be assessed by the relevant Admissions Office and where such refunds of OSHC payments are eligible, these will be processed by the Division of Finance.

Refund schedule for commencing students

(26) The following table states the University’s refund rules for commencing students (who are in their first teaching period of enrolment in their course).

(27) Throughout the table, the date of the student’s withdrawal is the date on which the University receives the student’s request to withdraw from their course or subject.

Refund schedule for continuing students

(28) The following table states the University’s refund rules for continuing students.

(29) Throughout the table, the date of the student’s withdrawal is the date on which the University receives the student’s request to withdraw from their course or subject.

Refunds after census date in exceptional circumstances

(30) A student may apply for a refund of tuition fees beyond the limits stated in the refund tables above where they have been prevented from continuing or successfully completing their studies in particular subject due to:

1. exceptional circumstances outside their control, which
2. did not make their full impact on the student until after the census date for the relevant teaching period.

(31) A student must apply in writing and clearly identify each subject they are requesting a refund for due to exceptional circumstances, and they must attach supporting independent (third party) evidence of these circumstances.

(32) Applications for a refund of tuition fees due to exceptional circumstances must be submitted within 12 months from the end-date of the teaching period for which the tuition fees were charged.

(33) The Executive Director, Division of Students or delegate will assess international student applications for a refund of tuition fees due to exceptional circumstances and will notify the student of the decision outcome within 10 working days of receiving the completed application with supporting evidence.

Payment of refunds

(34) The University will normally pay approved refunds within four weeks of:

1. receiving the refund request from the student, if no exceptional circumstances are claimed, or
2. an approved refund decision, if the student is claiming exceptional circumstances that need to be assessed before their refund payment can be processed.

(35) Approved refunds will be paid in Australian dollars to the credit card or bank account of the authorised beneficiary or to a third party bank account nominated by the beneficiary. 

(36) The University will not compensate the payer of the fees for any exchange rate changes or funds transfer costs.

Appeals and complaints

(37) Where a student wishes to appeal an original decision made under this procedure, or has a complaint about the quality of service or the conduct of staff, the following policies apply:

1. University Student Appeals Policy and University Student Appeals Procedure 
2. Complaints Management Policy and Complaints Management Procedure

(38) A student will remain enrolled in their course of study at the University while any appeals process is ongoing unless one of the reasons stated in the University Student Appeals Policy applies and/or if the student’s health or wellbeing, or the wellbeing of others, is likely to be at risk.

Section 5 - Guidelines

(39)  Nil.