CENTRAL INSTITUTE OF TECHNOLOGY
Vet Fee-Help and FEE-Help Tuition Fee Refund, Re-Credit and Review Policy
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ISSUE: 1
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POLICY STATEMENT:
Under the Higher Education Support Act (2003), Central Institute of Technology must set a Census Date for each
Unit of Study it provides or proposes to provide during a year, for qualifications registered under FEE-HELP or VET
FEE-HELP. A Census Date can be set no earlier than 20% of the way through a Unit of Study. The Census Date for
a Unit of Study is also the closing date for a student to apply for FEE-HELP or VET FEE-HELP assistance for that unit.
After the Census Date has passed, a student will incur a FEE-HELP debt.
Central acknowledges that as an Income Contingent Loan Provider it must repay tuition fees to students granted
FEE-HELP or VET FEE-HELP assistance, if the student has withdrawn from their Unit/s of Study on or before
the Census Date set for each Unit of Study. It also recognises that if a student withdraws after the Census Date
set for the Unit/s of Study, they could have their FEE-HELP balance re-credited for the affected unit/s, if they
make application within the required timeframe and meet the Special Circumstances requirements. Students
have a right to request a formal review of an unsuccessful re-credit application/s.
POLICY OWNER: Executive Director, Strategy and Development
PATHWAYS:
Student Services
1.
KEY WORDS:
Fee Help, Vet Fee Help, Tuition Fee Refund
Purpose
The purpose of the FEE-HELP, Tuition Fee Refund, Re-credit and Review Policy is to establish a
framework for the management of re-credit applications, and the review of unsuccessful re-credit
applications, received from Central students granted FEE-HELP or VET FEE-HELP assistance that
withdraw after the Census Date for their Unit/s of Study.
2.
Scope
This policy applies to all Central students that were granted FEE-HELP or VET FEE-HELP assistance
who are seeking a re-credit of their FEE-HELP balance. Students that have successfully completed the
requirements of a Unit/s of Study are not permitted to apply to have the FEE-HELP balance re-credited
for that Unit/s of Study.
3.
Definitions
3.1 Census Date: is the last day that a student can formally withdraw from a Unit of Study they have
enrolled in without incurring a liability for tuition fees or a FEE-HELP debt. A Census Date can be
set no earlier than 20% of the way through a Unit of Study.
3.2 Withdraw: refers to the lodgement of a formal application to withdraw from a Unit/s of Study by
completing the Central Institute of Technology Withdrawal Form and submitting it via Central’s online
portal or at a Student Service Counter. Until this notification is received, an enrolment will remain active.
3.3 Course of Study: is a structured program of study that consists of a number of Units of Study, which
lead to a formal Vocational Education and Training (VET) or Higher Education qualification.
3.4 Unit of Study: is an individual unit of study that forms part of a Course of Study.
Issue Date: Manager Higher Education, July 2014
Reviewed: Director Student & Delivery Support, November 2014
© Central Institute of Technology 2015
CENTRAL INSTITUTE OF TECHNOLOGY
Vet Fee-Help and FEE-Help Tuition Fee Refund, Re-Credit and Review Policy
PCY27
ISSUE: 1
PAGE 2 of 4
3.5 Not Completed the Requirements of Unit: if a student has not passed their Unit, they are deemed to
have not completed the requirements of the Unit of Study.
4.
Policy Provisions
4.1 Special Circumstances for Re-crediting FEE-HELP Balances
Students who have been granted FEE-HELP or VET FEE-HELP assistance that withdraw from a Unit/s
of Study after the Census Date has passed, or could not successfully complete a Unit/s of Study due to
special circumstances, may apply to have their tuition fees for an individual Unit/s of Study re-credited
(and thus their FEE-HELP debt remitted). Central Institute of Technology will re-credit the student’s
FEE-HELP balance, with an amount equal to the tuition fees that apply for the relevant individual Unit/s
of Study, where it is satisfied Special Circumstances apply that:
 are beyond a student’s control:
Circumstances could be considered beyond a student’s control if a situation occurs that a reasonable
student would consider is not due to the student’s action or inaction, either direct or indirect, and for
which the student is not responsible. This situation would generally be expected to be unusual,
uncommon or abnormal.
For example, a lack of knowledge of how FEE-HELP or VET FEE-HELP works or the requirements
regarding census dates would not be considered beyond a student’s control.
 did not make full impact until on or after the Census Date:
Circumstances could be considered not to make their full impact on the student until on or after the
Census Date for the Unit of Study if the student’s circumstances occur:
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before the Census Date, but worsen after that day;
before the Census Date, but the full effect or magnitude does not become apparent until after that
day; or
on or after the Census Date.
 make it impracticable for the student to complete the Unit of Study requirements:
Circumstances that make it impracticable for the student to complete the requirements for their Unit of
Study may include:
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medical circumstances. For example, where a student’s medical condition has changed to such an
extent that they are unable to continue studying;
family/student circumstances. For example, death or severe medical problems within a family, so
that it is unreasonable to expect a student to continue their studies;
employment related circumstances. For example, where a student’s employment status or
arrangements have changed so that the student is unable to continue their studies, and this change
is beyond the student’s control; or
course related circumstances. For example, where Central has changed the unit/s it had offered
and the student is disadvantaged by either not being able to complete the unit (can’t attend lectures
at new time or complete changed assessable work - assignments/practicums required to meet
compulsory unit or course requirements), or not being given credit towards other units or courses.
Issue Date: Manager Higher Education, July 2014
Reviewed: Director Student & Delivery Support, November 2014
© Central Institute of Technology 2015
CENTRAL INSTITUTE OF TECHNOLOGY
Vet Fee-Help and FEE-Help Tuition Fee Refund, Re-Credit and Review Policy
PCY27
ISSUE: 1
PAGE 3 of 4
4.2 Applying for a re-credit
A student may apply to the Manager Student Services for a re-credit of a FEE-HELP balance, if they
withdraw from their Unit/s of Study after the Census Date or have not completed the requirements for
the Unit/s of Study. Their application must be made in writing within 12 months of the date they
officially withdrew from the Unit/s of Study or if they did not withdraw from the unit, the semester end
date for the semester they were enrolled (Central can exercise discretion in extending this timeframe in
exceptional cases). Independent supporting documentation should be included with the application to
support the student’s claims of special circumstances.
4.3 Assessment of re-credit application
The Manager Student Services will assess the student’s application, together with any supporting
documentary evidence, against the conditions for Special Circumstances (as documented at 4.1 of this
policy) to determine whether they meet the requirements for re-crediting on the grounds of Special
Circumstances. The Manager will advise the student, within 25 days from the date of lodgement of
their application, of the outcome of their application (inclusive of the reasons for the decision) and their
right to request a review of the decision.
4.4 Review of FEE HELP Balance re-credit decision
If a student is not satisfied with the decision made by the Manager Student Services in relation to their
application for a re-credit of their FEE HELP Balance, they may request a review of the decision. The
Director of Student & Delivery Support who is the appointed “Review Officer”, and is senior to the
original decision maker, shall carry out the review. All requests must be submitted to the Review
Officer in writing and
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must be lodged within 28 days of receiving notice of the original decision, unless the Review
Officer allows a longer period; and
must specify the reasons for making the request and include any supporting documentation.
The Review Officer will acknowledge receipt of the application within 10 working days and will then:
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Review the information from the original decision and assess any new evidence provided by the
student;
Provide written notice to the student within 20 working days of the outcome of their review setting
out the reasons for the decision. If the reviewer has not advised the student of a decision within 45
days of receiving the request for review, the reviewer is taken to have confirmed the original
decision; and
Inform the student of their right of appeal to the Administrative Appeals Tribunal (AAT) together
with contact details for the AAT www.aat.gov.au/FormsAndFees/Fees.htm and approximate cost of
making an application.
Issue Date: Manager Higher Education, July 2014
Reviewed: Director Student & Delivery Support, November 2014
© Central Institute of Technology 2015
CENTRAL INSTITUTE OF TECHNOLOGY
Vet Fee-Help and FEE-Help Tuition Fee Refund, Re-Credit and Review Policy
PCY27
ISSUE: 1
PAGE 4 of 4
4.5 Reconsideration of Application by AAT
If a student lodges an application for appeal to the Administrative Appeals Tribunal (AAT), The
Secretary of the Department responsible for administering the Higher Education Loan Programme
(HELP), or the Secretary’s delegate, will be the respondent for cases that are brought before the AAT.
The Federal Department of Education will notify Central if they receive notification from the AAT that an
appeal has been lodged. Upon receipt of notification from this Department, Central’s Review Officer
will provide them with copies of all documents that are relevant to the appeal within 5 working days.
Issue Date: Manager Higher Education, July 2014
Reviewed: Director Student & Delivery Support, November 2014
© Central Institute of Technology 2015