James Cook University Course and Subject Handbook - 2005

UNIVERSITY RULES, REQUIREMENTS AND POLICIES

Admission and Enrolment

ADMISSION RULES

1. TYPES OF ADMISSION

Admission of a person to the University shall be by:

• Ordinary Admission or

• Alternative Entryor

• Miscellaneous Admission.

2. ORDINARY ADMISSION

To gain Ordinary Admission, a person who wishes to enrol for a course listed in Schedule I shall:

• 2.1 if the final year of that person’s secondary education has been undertaken in Queensland: either

  • have been allotted by the Queensland Studies Authority, an OP (Overall Position) of at least the level indicated against the name of the course in Schedule I;

    or

  • have obtained in not more than two years of study for the Queensland Senior Certificate; either

    • at least 88 semester points in 20 semester units in Senior subjects

      or

    • an exit assessment of at least Sound Achievement in five Senior subjects provided that at least three of these subjects have been studied over four semesters

    (such subjects being those approved by the Queensland Studies Authority and listed in Schedule III),

    together with

    a Tertiary Rank or Overall Position (OP) considered acceptable by the Executive Dean of the relevant faculty;

    and

  • have obtained results in prerequisite Senior subjects at the level indicated in Schedule II;

    in addition

    • (d)

      • a person who wishes to enrol for the Bachelor of Community Welfare course may be required to demonstrate, at interview, suitability for welfare work;

      • a person who wishes to enrol for the Bachelor of Music, or for the Bachelor of Theatre course shall be required to demonstrate, at interview and/or audition, suitability for the course;

      • a person who wishes to enrol for the Bachelor of Nursing Science course shall provide an appropriate statement of health;

      • a person who wishes to enrol for the Bachelor of Communication Design, Bachelor of Photography or Bachelor of Visual Arts course shall be required to demonstrate at interview suitability for the course and provide a portfolio of relevant work;

      • a person who wishes to enrol for the Bachelor of Medicine, Bachelor of Surgery course shall be required to submit a special application direct to the University and demonstrate at interview suitability for the course;

      • a person who wishes to enrol for the Bachelor of Pharmacy, Bachelor of Physiotherapy, Bachelor of Speech Pathology or Bachelor of Veterinary Science (subject to final approval) courses shall be required to submit a special application direct to the University.

• 2.2 if the final year of that person’s secondary education has been undertaken elsewhere than in Queensland:

  • have obtained qualifications deemed by the Registrar to be equivalent to those prescribed in Rule 2.1;

• 2.3 if that person does not satisfy the provisions of either Rule 2.1 or Rule 2.2:

  • satisfy the Executive Dean
    The Executive Dean may call for and take into account any information considered relevant. of the appropriate faculty that the standard of education attained by such person is sufficient to allow pursuit of the proposed course.

3. ALTERNATIVE ENTRY

A person who does not qualify for Ordinary Admission may gain admission through Alternative Entry if the Executive Dean of the appropriate faculty is satisfied that such person has reasonable prospects of success in the course for which that person wishes to enrol.

4. MISCELLANEOUS ADMISSION

Miscellaneous admission may be available to those who wish to enrol for a particular subject or subjects but not for any course.

The following will apply:

• enrolment in a subject must be acceptable to both the Head of the School which offers the subject and the Executive Dean of the appropriate faculty;

• enrolment will normally be permitted to a maximum of 25 percent of a full load per year.

Successful completion of a subject or subjects by a person who has gained Miscellaneous Admission does not of itself entitle that person to Ordinary Admission or admission through Alternative Entry.

5. QUOTAS

Notwithstanding the preceding Rules, the Vice-Chancellor, having regard to the physical and other resources of the University, may, from time to time, determine, on the recommendation of the Academic Board, a quota for the number of qualified persons to enrol, in a particular academic year, for a particular course/subject.

I Schedule 1

I

II Schedule II - Senior Prerequisites (Rule 2.1)

III Schedule III – Senior subjects approved for certification by the Queensland Studies Authority

ADMINISTRATIVE CHARGES — RULES

1. In these Rules the following terms have the meanings set against them respectively:

‘New student’

— a person who has applied for enrolment at the University for the first time, or is commencing a different course of study;

‘Continuing student’

— a person who enrolled at the University the academic year immediately preceding the year in which the student has applied for enrolment;

‘Returning student’

— a person who has previously enrolled at the University, but not in the academic year immediately preceding the year in which application for enrolment is made, or a person who has at any time enrolled at the former Townsville College of Advanced Education;

‘Due date’

— in relation to a student’s enrolment, the date specified by the Director, Student Affairs (on the enrolment form or otherwise) as the date on or before which the student’s enrolment form must be lodged with Student Administration.

2. Administrative Charges shall be payable as approved by University Council.

3. If a student has paid to the University a late charge in respect of enrolment and the enrolment is not accepted by the University, the late charge shall be refunded.

4. If a student who has paid a late charge considers that there are grounds for requesting a refund of that charge, that student may put a request in writing to the Manager, Student Administration, who may recommend to the Director, Student Affairs that the late charge be refunded if the grounds are considered to be such as warrant a refund.

COMMONWEALTH ASSISTED STUDENTS - RULES

1. DEFINITIONS

In these Rules the following terms shall have the meanings assigned to them:

“Act” is the Higher Education Support Act 2003;

“Student” means a person who is enrolled in a course of study with a higher education provider as defined by the Act;

“Commonwealth supported student” has the meaning given by the Act;

“Commonwealth assisted student” has the meaning given by the Act;

“Remission, Recredit and Refund Officer” includes any staff member so designated by the Director, Student Affairs;

“Review Officer” includes any staff member so designated by the Director, Student Affairs;

“student contribution amount” has the meaning given by the Act;

“enrolment” includes re-enrolment;

“HELP” means Higher Education Loans Program and has the meaning given by the Act.

2. ENROLMENT

• The enrolment of Commonwealth assisted students shall be administered in accordance with the Higher Education Support Act 2003.

• In accordance with the requirements of the Act, (Section 36-10) a student cannot enrol in a subject as a Commonwealth supported student after the census date for the subject. The relevant Head of School and Executive Dean may permit the student to enrol in the subject as a miscellaneous student (refer to Admission/Enrolment - Rules and Requirements).

3. REFUND OF STUDENT CONTRIBUTION AMOUNTS, REMISSION OF HELP DEBT AND RECREDITING OF STUDENT LEARNING ENTITLEMENT

• 3.1 Application

  3.1 A student who withdraws from a subject or subjects after the census date or who has not completed the requirements for the subject can apply to have his/her:

  • Student Learning Entitlement (SLE) recredited, HECS-HELP debt remitted and/or upfront payment of student contribution amount refunded;

  • FEE-HELP debt remitted.

  3.1 A student cannot apply for a recredit, remission or refund if he or she has completed the requirements for the subject.

  3.1 An application for recredit, remission or refund must be lodged in writing with the Remission, Recredit and Refund Officer, within 12 months of the date of withdrawal from the subject, or if the student has not withdrawn, within 12 months of the end of the period of study in which the subject was or was to be undertaken. The application must be accompanied by relevant supporting documentation.

  3.1 The University shall recredit, remit or refund if satisfied that special circumstances apply to the student that are:

  • beyond the student’s control;

  • do not make their full impact on the student until on, or after, the census date; and

  • make it impracticable for the student to complete the requirements for the subject during the period during which the student undertook, or was to undertake, the subject.

  3.1 Special circumstances are as defined in Student Learning Entitlement Guidelines established under the Act.

  3.1 The Remission, Recredit and Refund Officer will consider the application and within eight weeks of receipt of the application shall notify the applicant in writing:

  • of the decision and the reasons for it; and

  • the applicant’s rights for a review of the decision if the applicant is unsatisfied with the outcome.

• 3.2 Application for Review

  3.2 An application for a review of the decision of the Remission, Recredit and Refund Officer must be lodged, in writing, with the Review Officer within 42 days of the date of notification of the decision. The Review Officer must not be the same officer as the Remission, Recredit and Refund Officer, must occupy a position that is senior to that occupied by the Remission, Recredit and Refund Officer and must not have participated in the original decision. The application for review must include a statement of reasons for the request for review and relevant supporting documentation.

  3.2 The Review Officer shall notify the applicant in writing of receipt of the application for a review, within 14 days of receipt of the request.

  3.2 The Review Officer shall consider the application for a review and determine whether to:

  • uphold the original decision;

  • vary the original decision; or

  • set the decision aside and substitute a new decision.

  3.2 The Review Officer shall notify the applicant in writing, within 45 days of receiving the application, of:

  • the decision and the reasons therefor; and

  • the applicant’s right of appeal to the Administrative Appeals Tribunal (AAT) and of the contact details and address of the nearest AAT registry.

  3.2 If the applicant is not so notified within 45 days, the Review Officer will be taken to have confirmed the original decision.

4. SPECIAL CASES

The Director, Student Affairs shall have power to determine, in accordance with the provision of the Act, any matter necessary to be determined in order to permit the application of these Rules to a particular case not clearly covered by these Rules.

DOMESTIC TUITION FEE POLICY

POLICY

The University charges tuition fees to:

• domestic students enrolled in postgraduate coursework awards as tuition fee liable students;

• domestic students enrolled in undergraduate awards as tuition fee liable students;

• domestic students enrolled as miscellaneous students;

• domestic students enrolled in non-award courses.

Tuition fees are reviewed annually and approved by the University Council. This policy is subject to approval by University Council.

SCOPE

This policy determines dates by which payment of tuition fees is required and the circumstances where refunds will be made.

DEFINITIONS

Census Date

The census date for a subject is the date by which a tuition fee liable student, must:

• have paid their fee liability in full; or

• if eligible for FEE-HELP, have undertaken the appropriate steps, in accordance with the Higher Education Support Act 2003, to defer payment of tuition fees through the Government’s FEE-HELP scheme.

The census date for each subject is listed in the Student Handbook.

Course

A combination of subjects, the successful completion of which, in accordance with the relevant Requirements, will fulfil the prescribed requirements for a particular Award.

Subject

A discrete portion of a course, identified by a code, title and unit value.

Commencing student

A student who is enrolling in a particular course for the first time, whether or not they have previously been enrolled at the University.

Continuing student

A student who is continuing in his/her enrolment in the same course from a previous year.

1. FEES

• 1.1 Domestic tuition fees are quoted and charged on a per unit basis according to the discipline of the subjects in which the student is enrolled.

• 1.2 Applicants who have a conditional offer, or who request a change in their offer in any way, will be subject to the fees quoted in the final unconditional offer.

• 1.3 Students are required to pay the fees prescribed for the year in which they are studying, as indicated in their letter of offer.

• 1.4 Tuition fees for continuing students will not be increased by more than 10% from one year to the next.

• 1.5 Students are required, by the census date for each subject to:

  • have paid their fee liability in full; or

  • if eligible for FEE-HELP, have undertaken the appropriate steps, in accordance with the Higher Education Support Act 2003, to defer payment of tuition fees through the Government’s FEE-HELP scheme.

  1.5 Failure to do so will result in cancellation of the student’s enrolment in that subject.

  1.5 Students who are eligible for FEE-HELP and have completed the appropriate steps, in accordance with the Higher Education Support Act 2003, to defer payment of tuition fees through the Government’s FEE-HELP scheme and who have not made a full up-front payment of their tuition fee by the census date, will incur a FEE-HELP debt if enrolled in a subject after the census date.

• 1.6 If a student is permitted to enrol in a subject after the relevant census date for that subject, the student will be liable for the fee for that subject plus a Late Subject Enrolment fee payable at the time of enrolment in that subject.

• 1.7 If a student withdraws from a subject after the relevant census date for that subject, the student will be liable for the fee for that subject.

2. TRANSFERS AND DEFERMENTS

• 2.1 Students who transfer from one course to another are liable to pay fees for the new course as prescribed for that year.

• 2.2 A student who defers their commencement of a course will be subject to the fees prescribed in the year of commencement.

• 2.3 A student who recommences a course following an unapproved absence will be subject to the fees prescribed in the year of recommencement.

3. REFUNDS

• 3.1 A full refund of fees will be paid when a student withdraws from a subject, subjects or the course prior to the applicable census date.

• 3.2 A full refund of fees will be paid only in instances where:

  • 3.2.1 an offer of enrolment is withdrawn by the University (unless the offer was made on the basis of incorrect or incomplete information being supplied by the applicant);

  • 3.2.2 the University is unable to provide the course in which the student is enrolled;

  • 3.2.3 the student is not permitted to enrol because the relevant requirements (usually course or subject prerequisites, or the terms of a conditional offer) are not satisfied.

• 3.3 Refunds will not be paid after the applicable census date, other than in instances where a student is unable to continue study due to serious illness or death of a close family member (parent, sibling, spouse, partner or child). All applications for a refund of fees after the census date must be submitted on the appropriate application form together with relevant certified documentation (eg medical certificate, death certificate) to the Director, Student Affairs or nominee and must be accompanied by the required documentary evidence. Applications must be received by the Director, Student Affairs or nominee by the last day of teaching of the subject.

4. FEE REDUCTIONS AND FEE WAIVERS

Fee reductions and waivers will only be granted in exceptional circumstances. Requests for fee reductions or waivers for a particular student must be made by the relevant Executive Dean and forwarded to the Director, Student Affairs who will then arrange for the request to be considered by the Deputy Vice-Chancellor or nominee.

5. PENALTIES FOR NON-PAYMENT AND REINSTATEMENT FEE

• 5.1 A student’s enrolment in a subject will be cancelled when the student has not, by the census date for the subject:

  • paid their fee liability for the subject in full; or

  • if eligible for FEE-HELP, undertaken the appropriate steps, in accordance with the Higher Education Support Act 2003, to defer payment of tuition fees through the Government’s FEE-HELP scheme.

• 5.2 In order for an enrolment to be reinstated the student must pay the fees in full plus an Enrolment Reinstatement Fee within 21 days of the date of the issuing of the cancellation notice.

• 5.3 If a student is permitted to enrol in a subject after the census date for that subject, the student will be liable for the fee for that subject plus a Late Subject Enrolment Fee (which will be equivalent to the Enrolment Reinstatement Fee), payable at the time of enrolment in that subject.

6. SPECIAL CIRCUMSTANCES

The University may consider special cases where this policy does not adequately encompass individual circumstances. Such cases must be received in writing and include supporting documentation, including a recommendation from the Executive Dean of the relevant Faculty. Applications for special consideration should be directed to the Director, Student Affairs or nominee in the first instance, with final decision made by the Deputy Vice-Chancellor or nominee.

TUITION FEE POLICY FOR ON-SHORE INTERNATIONAL STUDENTS

INTRODUCTION AND SCOPE

This policy meets the legislative and administrative requirements of the Education Services for Overseas Students (ESOS) Act 2000 (Commonwealth) and the Queensland Education (Overseas Students) Act 1996 and AV-CC Code of Practice. In particular the legislation states that JCU must not only protect the financial interests of both intending and enrolled overseas students, but also provide access to this tuition fee policy prior to entering into a contract.

This policy details the schedule for payment of tuition fees by international students, and the circumstances under which refunds are made and financial penalties incurred. This policy relates to contracts entered into with students after the date of approval for this policy.

International students fall under one of three classifications for fee payment:

• Full fee paying (private)

• Sponsored

• Exchange.

Full fee paying (private) - by way of a signed “Offer of Placement” setting out course specific terms and conditions. The contract is between the student and the University.

Sponsored - by way of a signed written agreement provided by an organisation that has been registered with JCU as an approved sponsoring body. The sponsor is invoiced in accordance with the terms of the sponsorship agreement. Where JCU is not a signing party to the sponsorship agreement, the placement contract is directly with the student.

Exchange - by way of exchange agreement between JCU and another institution - confirmed by way of signed “Offer of Placement”.

DEFINITIONS

Census Date

The date on which a student’s enrolment in a subject is taken to be finalised.

Commencing Student

A student issued with a Confirmation of Enrolment for the first time in a particular course.

Commencement Deposit (Advanced Payment Required)

Payment equivalent to one half of the annual tuition fee as specified in the Offer of Placement. This represents tuition for the initial teaching period.

Continuing student

A student who is continuing their course enrolment from the previous year/teaching period.

Course

A combination of subjects, the successful completion of which, in accordance with the relevant requirements, will fulfil the prescribed requirements for a particular award.

Consumer Price Index (CPI)

CPI All Groups, Weighted Average of Eight Australian Capital Cities as reported by the Australian Bureau of Statistics for each calendar year for the quarter ending 30 September.

Payment Due Date

Commencing students are required to pay the commencement deposit at the time of acceptance of their offer. Exceptions to the initial deposit required are listed in APPENDIX I.

The date on which payment of fees for continuing students is due is the:

• 31 March for Teaching Period 1; and

• 31 August for Teaching Period 2.

Where a student enrols in a subject with a census date before or after the relevant payment due date, payment of fees must be made on or before the census date for the subject.

Exceptions to these due dates are listed in Appendix II.

Sponsor

In certain circumstances, students may be sponsored by organisations and have their tuition fees paid by these entities. Application for sponsoring arrangements will require the approval of the Executive Director, External Relations and International prior to enrolment. The Executive Director will maintain a register of sponsoring organisations.

Study Period

The period of time during which a subject is undertaken, including any assessment or examination periods. Each subject is allocated to a study period with a designated start and end date, census date, date for withdrawal without academic penalty, and date for release of subject results as publicised in the Student handbook.

Subject

A discrete portion of a course, identified by a code, title and unit value.

Teaching Period

One half of an academic year. Teaching Period 1 is the first six months of the year and Teaching Period 2 is the second six months of the year. Subjects with a census date prior to 1 July fall within Teaching Period 1 and subjects with a census date after 1 July fall within Teaching Period 2.

POLICY

The University charges tuition fees to international students enrolled in its academic programs. Tuition fees are reviewed annually, approved by the University Council and registered with the Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS).

1. FEES

• 1.1 International tuition fees are set for each calendar year and are quoted either for a single teaching period or at an annual rate. From 1 January 2004, the tuition fee liability is calculated in proportion with the unit enrolment. For coursework students, tuition fees are charged pro-rata of the annual course fee based on 24 units. Research students are charged an annual fee based on full-time enrolment. Exceptions to the pro-rata calculation of tuition fees are listed in APPENDIX III.

• 1.2 The tuition fee liability incurred by continuing students is subject to increase at a rate compounded annually based on the student’s year of commencement, in increments of not greater than 4 per cent or the annual Australian CPI rate. All subsequent increments are applied from 1 January each year, irrespective of the teaching period in which the student commenced.

• 1.3 Commencing students must pay their commencement deposit at the time of the acceptance of the offer. Enrolment will not be processed until the fee has been received.

• 1.4 Applicants who either have a conditional offer, or have requested a change in their offer in any way, are required to make payment of the fee quoted in the final offer.

• 1.5 For continuing students, tuition fees must be paid by the teaching period Payment Due Date. Exceptions to this are listed in Appendix II.

• 1.6 Withdrawal from any subject(s) or course after the census date does not reduce the liability for fees for that teaching period

• 1.7 An Instalment Plan may be available to re-enrolling students who experience legitimate hardship in paying fees. An instalment plan will be valid where written acceptance is issued by the Director, Student Affairs prior to Payment Due Date and complies with the following conditions:

  • a minimum of 50 percent of the teaching period tuition fee must be received by JCU by the Payment Due Date. A student may apply for an extension of time for payment of the balance;

  • the latest day for settlement of tuition fees under an instalment plan is the first day of the semester examination period;

  • where a student defaults on payment of any instalment in the payment plan, the student will be required to pay the full outstanding balance immediately, or their enrolment may be cancelled and Department of Immigration and Multicultural and Indigenous Affairs (DIMIA) subsequently notified;

  • no future extensions will be granted for payment of tuition fees where a student defaults on payment under an instalment plan.

2. TRANSFERS AND DEFERMENTS

• 2.1 A student who transfers from one of the University’s courses to another, will be required to sign a new Offer of Placement, and will be liable to pay the prescribed fee of the new course by the payment due date.

• 2.2 A student who defers the commencement of a course will be required to sign a new Offer of Placement with the tuition fee liability updated to reflect the new commencement information. Requests for deferral must be made in writing at least four weeks prior to commencement of the first study period in which they were to enrol.

3. FEE REFUNDS

• 3.1 All applications for a refund of fees must be submitted on the appropriate application form (APPENDIX IV) to the Executive Director, External Relations and International or nominee. All refund requests must be accompanied by supporting documentary evidence.

• 3.2 Refunds will be issued to the person with whom the University has the contract, unless that person gives a written direction to the Executive Director, External Relations and International to pay the refund to another person or organisation.

• 3.3 Refunds will be fully paid in the same currency in which the fees were paid, unless impracticable.

• 3.4 Refunds approved in accordance with this policy will be paid within four weeks of the Director receiving a written claim from the student.

• 3.5 This agreement does not remove the right to take further action under Australia’s Consumer Protection Laws.

• 3.6 A full refund of fees will be payable where:

  • 3.6.1 an offer of a place is withdrawn or the University is unable to provide the course. However, if the offer was made on the basis of incorrect or incomplete information being supplied by the applicant/student, the University reserves the right to retain 10 percent of the fee;

  • 3.6.2 a student fails to meet degree/diploma progression rules and who is thus not permitted to re-enrol will be eligible for a refund of fees if paid in advance of notification of exclusion;

  • 3.6.3 the applicant is unable to obtain a visa from an Australian Diplomatic Post, subject to the provision of acceptable documentary evidence;

  • 3.6.4 the student is granted permanent resident status in Australia by census date and:

    • is not enrolled in a course listed as an exception in Appendix V; and

    • submits a written request for change of status with the Executive Director, External Relations and International or nominee by that date; and

    • makes arrangements with the University to pay tuition fees or student contribution amounts as a domestic student in accordance with the Higher Education Support Act 2003, the University’s Domestic Tuition Fee Policy and Commonwealth Assisted Students - Rules.

      Note: Permanent Resident Status is recognised at the date stamped on the student’s passport.

  • 3.6.5 a continuing student withdraws in writing before the census dates for the subjects in which the student is enrolled.

• 3.7 A partial refund of tuition fees is available under the following circumstances:

  • 3.7.1 where, after accepting their offer, a commencing student is unable to undertake their intended course, and gives a minimum of four weeks written notice before the commencement of the first study period in which they were to enrol, the University reserves the right to retain 10% of the commencement deposit for the teaching period;

  • 3.7.2 where, after accepting their offer, a commencing student is unable to undertake their intended course, and gives less than four weeks written notice before the commencement of the first study period in which they were to enrol, the University reserves the right to retain 50% of the commencement deposit for the teaching period and will refund any remaining credit balance;

  • 3.7.3 where a commencing student withdraws from their enrolled course, before the census date of the first teaching period in which they enrol, the University reserves the right to retain 50% of the commencement deposit for the teaching period and will refund any remaining credit balance.

• 3.8 Grounds for refunds under “Exceptional Circumstances”.

  • 3.8.1 Exceptional circumstances effecting either a full or partial refund of a student’s tuition may include:

    • illness or disability;

    • death of the student or a close family member (parent, sibling, spouse or child); or

    • political, civil or natural event.

  3.8 The decision to refund a student’s tuition rests with the Executive Director, External Relations and International. Documentary evidence is required.

• 3.9 No refunds will be made under the following circumstances:

  • 3.9.1 withdrawal from units on academic grounds after the specified subject’s census date;

  • 3.9.2 where written notification of withdrawal is received after the census date of the first study period in which a commencing student enrols;

  • 3.9.3 cancellation of a student’s visa.

• 3.10 Where a student withdraws from a course before paying any tuition fee for the semester, their liability will be reduced in accordance with policy outlined in sections 3.6, 3.7 and 3.8. The balance of the tuition fee will remain payable.

Note: JCU is obliged to advise the Department of Immigration Multicultural and Indigenous Affairs (DIMIA) when an international student studying under a student visa withdraws from a course.

4. PENALTIES FOR NON-PAYMENT

• 4.1 Any student with an outstanding tuition fee liability will be flagged as a debtor in the University’s student system until that fee is paid in full.

• 4.2 When fees are not paid in full by the Payment Due Date the student’s enrolment may be cancelled and DIMIA notified, unless prior arrangements for an Instalment Plan have been agreed with the Director, Student Affairs.

• 4.3 If, with notice, a student’s enrolment is cancelled for non-payment of fees and that student is subsequently permitted to have their enrolment reinstated, an Enrolment Reinstatement Fee will be levied.

• 4.4 Rules pertaining to University Debtors as detailed in the Student Handbook also apply.

5. SPECIAL CIRCUMSTANCES

• 5.1 Fee reductions and waivers will only be granted in extraordinary circumstances. A request for fee reduction or fee waiver must be made in writing by the relevant Executive Dean and forwarded to the Director, Student Affairs. The request will thereafter be determined by the Deputy Vice-Chancellor or nominee.

• 5.2 Where this policy does not adequately encompass a particular circumstance, the University may consider an individual’s case. All applications must be in writing and addressed to the Executive Director, External Relations and International. Documentary evidence supporting such a claim must include a recommendation from the Executive Dean of the relevant Faculty. The final decision rests with the Deputy Vice-Chancellor or nominee.

APPENDIX I EXCEPTIONS TO THE REQUIREMENT FOR FULL UP-FRONT PAYMENT OF TUITION FEES IN THE INITIAL TEACHING PERIOD

• Commencing students with sponsorship from an approved organisation. Sponsors are invoiced upon commencement of lectures.

• Commencing students under the US Federal Family Education Loan program who are enrolling into a postgraduate course are required to pay a $500 deposit on acceptance of their offer.

• Commencing students under a Swedish, Norwegian or Danish government loan scheme are required to pay a $500 deposit prior to their arrival. This does not apply for enrolments into the MBBS course offered by the University.

• Commencing students who have been studying at JCU in the prior teaching period and have a sound payment history with the University, have until payment due date to pay their tuition fees.

• Commencing students participating in the MBBS course are required to pay the full year tuition fees at the time of acceptance of their offer of enrolment.

APPENDIX II EXCEPTIONS TO PAYMENT DUE DATE

• Students enrolling in the MBBS course are required to pay the full year tuition fees at the time of acceptance of their offer of enrolment.

• Continuing students participating in the MBBS course are required to pay full year tuition fees prior to the Teaching Period 1 payment due date each year.

APPENDIX III EXCEPTIONS TO PRO-RATA CALCULATION OF TUITION FEES

The following programs have pre-set fees as detailed in the Offer of Placement

• Study Abroad program.

• Unigateway program.

• Internship programs.

APPENDIX IV APPLICATION FOR REFUND FORM

http://www.jcu.edu.au/studying/entry/pdf/refundinternationaltuitionfees.pdf

APPENDIX V PERMANENT RESIDENCY AND DOMESTIC FEES

Where a student who is enrolled in the MBBS course is granted permanent resident status in Australia by payment due date, the full international course fee will continue to apply. While enrolled in this course, students in this circumstance are not eligible to apply for domestic fee rates.

OS-HELP LOANS POLICY

INTENT

This policy is to be read in conjunction with the Higher Education Support Act 2003 [hereafter the Act] and the Guidelines for OS-HELP [hereafter the Guidelines].

This policy determines the administration by James Cook University of OS-HELP loans in accordance with the Guidelines established under the Act.

SCOPE

Eligible students as defined by the Act and the Guidelines.

EXCLUSIONS (IF ANY)

Nil

KEY OBJECTIVES

To ensure that OS-HELP loans are administered in accordance with the Guidelines and the Act with particular reference to the fairness requirements as outlined in subdivision 19-D of part 2-1 of the Act.

To establish JCU-specific eligibility criteria, minimum loan amount for a six month period and the selection and appeal process.

DEFINITIONS AND ACRONYMS

As outlined in the Act, as amended from time-to-time.

POLICY PROVISIONS (INCLUDING DELEGATIONS, FUNCTIONS AND REQUIREMENTS)

The OS-HELP loans will be administered in accordance with the Guidelines for OS-HELP made under the Higher Education Support Act 2003.

NUMBER OF LOANS

The number of OS-HELP loans available through JCU is determined by DEST annually in accordance with the Act.

ELIGIBILITY

To be eligible for an OS-HELP loan an applicant must:

• meet the provisions for entitlement to OS-HELP assistance in section 118-1 of the Act;

• not have been subject to more than one penalty for academic misconduct under the University’s Student Academic Misconduct Requirements;

• not have been found guilty of inappropriate conduct under the Student Conduct Policy;

• have achieved an overall Grade Point Average of 4 or higher for their current course of study.

MINIMUM OS-HELP LOAN AMOUNT

James Cook University’s minimum OS-HELP loan amount is $2,000. The maximum loan amount is as established by the Guidelines.

SELECTION PROCESS

The closing dates for OS-HELP applications will be determined each year by the Director, Student Affairs, in consultation with the International Student Centre.

The Director, Student Affairs, in consultation with the International Student Centre, will each year nominate a member of staff to act as OS-HELP Selection Officer.

Eligible applicants will be ranked by the OS-HELP Selection Officer on the basis of academic merit and OS-HELP loans will be offered in order of rank.

The OS-HELP Selection Officer will notify successful and non-successful applicants in writing of the outcome of their application within two months of receiving the application or within two months of the application closing date, whichever is later.

The OS-HELP Selection Officer will notify successful applicants in writing of the assistance to which they are entitled and the conditions of receiving OS-HELP assistance.

To accept an offer of an OS-HELP loan the student must complete an OS-HELP debt confirmation form.

APPEAL PROCESS

The Director, Student Affairs shall each year nominate a member of staff to act as OS-HELP Review Officer to consider appeals relating to the allocation of OS-HELP loans. The OS-HELP Review Officer must not have been involved in the original selection decision and must occupy a position that is senior to that occupied by any person involved in making the original selection decision.

An appeal must be lodged with the OS-HELP Review Officer within 14 days of the date of the notification from the OS-HELP Selection Officer.

The appeal must:

• be accompanied by a copy of the letter the student has received from the OS-HELP Selection Officer;

• include details of the complaint together with supporting documentation.

The OS-HELP Review Officer shall, within 14 days of receipt of the appeal, notify the student in writing of the outcome of the appeal and reasons for the decision.

The decision of the OS-HELP Review Officer shall be final.

RE-ENROLMENT AND PROGRESSION – ACADEMIC PERFORMANCE – REQUIREMENTS

For the purpose of these requirements —

“Course”

means a combination of subjects the successful completion of which, together with any credit transfers in accordance with the relevant requirements, will fulfil the prescribed requirements for a particular award;

“Director, Student Affairs”

means the Director, Student Affairs within the Academic Support Division;

“Executive Dean”

means the Executive Dean of the relevant Faculty or the delegate as designated by the University Council;

“Subject”

means a discrete portion of a course, identified by a code, title and unit value.

1. SHOW-CAUSE STATEMENT – COURSES

• 1.1 Undergraduate students shall be required to show cause why they should be allowed to re-enrol for any course if they do not attain a level of academic achievement prescribed for this purpose by the Academic Board on the recommendation of the relevant Faculty.

• 1.2 The prescribed minimum for the purpose of clause 1.1 shall be as shown in Schedule A, which may be varied from time to time by the Academic Board on the recommendation of the relevant Faculty.

• 1.3 Students who have more than once failed a subject that is a prescribed part of their course shall be required to Show Cause why they should be allowed to re-enrol for the course.

• 1.4 Students who have once failed a subject as listed in Schedule B shall be required to Show Cause why they should be allowed to re-enrol for the course. Schedule B may be varied from time to time by the Academic Board on the recommendation of the relevant Faculty.

2. SHOW CAUSE STATEMENT – SUBJECTS

• 2.1 Students shall be required to show cause why they should be allowed to repeat a subject which they have failed more than once.

3. NOTIFICATION OF BREACH OF THE REQUIREMENTS

• 3.1 The Director, Student Affairs shall notify in writing each student required to Show Cause under these requirements. The student will be invited to Show Cause in writing, by a date specified in the notice, why the student should be permitted to re-enrol for a course and/or subject. This specified date shall be not less than 25 days from the date of the notification or 14 days in respect of a notification to Show Cause following the official release of subject results due to completion of deferred or supplementary examinations.

• 3.2 In consultation with the appropriate Executive Dean, the Director, Student Affairs may extend the date by which a student’s Show Cause statement may be received.

4. ACTION BY EXECUTIVE DEAN

• 4.1 In the event that a student chooses not to Show Cause for the course in which they are currently enrolled and requests to apply for enrolment in a different course, then such a request shall be referred to the Executive Dean of the Faculty that administers the course in which the student wishes to enrol.

• 4.2 Each show cause statement shall be considered by the Executive Dean of the Faculty which administers the course for which the student is or has been enrolled. A Show Cause statement submitted by a student who is or has been enrolled for a course administered by more than one Faculty shall be considered by the appropriate Executive Deans.

• 4.3 In considering a student’s Show Cause statement, the Executive Dean shall also take into account the student’s academic record in the course and any previous academic results obtained at any university, and shall consult with Heads of Schools as appropriate.

• 4.4 After taking the action required in clause 4.2 the Executive Dean shall make a decision concerning whether a student may re-enrol for the course and/or subject.

• 4.5 The Executive Dean may permit a student to apply to enrol for a different course of the Faculty. Where a student seeks to enrol for a course of another Faculty the Executive Dean will refer the Show Cause statement to the Executive Dean of that Faculty for a decision.

• 4.6 The Executive Dean when declining a student permission to re-enrol in a particular course and/or subject may, in writing, impose specific conditions. A date shall be specified on or after which the student shall be eligible to apply to re-enrol, subject to Clause 6 – Re-admission – of these Requirements.

• 4.7 The Executive Dean when granting a student permission to re-enrol may, in writing, impose specific conditions. Failure to comply with such conditions may result in the cancellation or suspension of a student’s enrolment by the Executive Dean, anything in these Requirements or the Schedules to these Requirements notwithstanding.

• 4.8 In the event that the Executive Dean has not made a determination within 25 days of the date specified in clauses 3.1 or 3.2 in respect of a student from whom a Show Cause statement has been received by the Director, Student Affairs or 14 days in respect of a notification to Show Cause following the official release of subject results due to completion of deferred or supplementary examinations, the student shall be taken to have Shown Cause and shall thereupon be eligible to re-enrol for the course and/or subject for which re-enrolment is sought and the student shall be so notified in writing by the Director, Student Affairs.

5. NOTIFICATION OF DECISION

• 5.1 The Director, Student Affairs shall notify each student in writing of the decision of the Executive Dean made in respect of their Show Cause statement.

6. RE-ADMISSION

• 6.1 A student denied permission to enrol for a course and/or subject may apply to re-enrol after the period determined by the Executive Dean. Such application shall be accompanied by a statement of reasons. The Executive Dean shall determine whether the reasons given are adequate to justify the granting of permission to re-enrol.

• 6.2 Subject to any recommendation that the Executive Dean may have made in special circumstances by way of clause 4.5, a student denied permission to enrol for a course may not enrol for another course of the University within the period determined by the Executive Dean, without the specific permission of the Executive Dean of the Faculty that administers the course in which the student wishes to enrol.

7. EXCLUSION FROM ANOTHER INSTITUTION

• 7.1 An applicant for admission to the University who has been excluded from another university through lack of adequate academic progress, or who would require special permission to enrol at that university, may be refused admission or be refused permission to enrol for particular courses or subjects offered by the University. Any application shall be accompanied by a statement of reasons. The Executive Dean of the relevant Faculty shall determine whether the reasons given by the applicant are adequate to justify the granting of permission to enrol.

8. APPEAL

• 8.1 A student denied permission by the Executive Dean to enrol for a course and/or subject may within 14 days of the date of the notification from the Director, Student Affairs, or seven days in respect of a notification to Show Cause following the official release of subject results due to completion of deferred or supplementary examinations lodge an appeal in writing against the decision of the Executive Dean setting out the grounds of the appeal. The appeal is to be lodged with the Director, Student Affairs. Where in the opinion of the Director, Student Affairs there are circumstances beyond the control of the student the Director, Student Affairs may extend the time for lodging an appeal.

• 8.2 A student may appeal against the decision of the Executive Dean on the following grounds:

  • the process followed during the Show Cause process, or

  • the appropriateness of any conditions contained within the decision.

• 8.3 There shall be a Re-enrolment Appeal Panel, comprising the Chair of the Academic Board, or nominee, (as Chair of the Panel), a member of the staff of the Student Association Support Services appointed by the General Manager of the Student Association and two other members appointed by the Vice-Chancellor in consultation with the Chair. An Executive Dean and any persons involved in the initial decision to decline progression, shall not also be a member of the Re-enrolment Appeal Panel.

• 8.4 The Chair, Re-enrolment Appeal Committee, may consult with an Executive Dean in relation to an appeal, prior to the meeting of the Re-enrolment Appeal Panel.

• 8.5 An appellant shall have the right to appear in person before the Re-enrolment Appeal Committee. Ten days’ notice of the hearing of the appeal shall be given to the appellant.

• 8.6 An appellant who appears in person before the Re-enrolment Appeal Panel may choose to be accompanied by a student or a staff member of the University who may assist in presenting the case but may not undertake the presentation of it on the student’s behalf.

• 8.7 Unless the circumstances are exceptional, the Re-enrolment Appeal Panel shall consider only:

  • the student’s grounds for appeal;

  • any documents relevant to the decision made by the Executive Dean; and

  • such further material, including that submitted by the student or the relevant School, as the Appeal Panel may, in the exercise of its discretion, permit to be placed before it if it considers that the material will inform the Panel in making a decision. Such material may include results of interviews with the relevant Executive Dean or their delegate.

• 8.8 The Re-enrolment Appeal Panel shall have the power to allow or dismiss an appeal or to make any determination, including the imposition of conditions, which the Executive Dean has the power to make and may vary any determination of the Executive Dean.

• 8.9 The decision of the Re-enrolment Appeal Panel shall be final.

• 8.10 The Re-enrolment Appeal Panel shall provide the Academic Board with an annual summary of the decisions it has taken.

9. SAVING OF OTHER RULES, POLICIES OR REQUIREMENTS

• 9.1 Nothing in these Requirements shall operate to excuse a student from lodging any enrolment or re-enrolment form required by the provisions of any other rule, policy or requirements of the University, or to restrict in any way the power of the Council to refuse enrolment or re-enrolment in the University or to exclude a student from the University on other than academic grounds.

• 9.2 No action taken on the lodgement by a student of any enrolment or re-enrolment form shall prevent the operation of any provision of these Requirements.

SCHEDULE A

All students, both full-time and part-time, shall obtain passing grades in subjects totalling at least 50 percent of the units attempted
The total units attempted does not include subjects from which a student has withdrawn on or before the last date for withdrawal without academic penalty as published in the Student Handbook. in each year of their enrolment.

SCHEDULE B