View Current

Student Administration Policy - Student Fees Procedure

This is the current version of this document. To view historic versions, click the link in the document's navigation bar.

Section 1 - Purpose and Context

(1) Western Sydney University receives a large proportion of its funding from student fees either directly as tuition fees or indirectly as part of Australian Government student funding and loan arrangements.

(2) This procedure operationalises the Student Administration Policy in respect of student tuition fees and the Student Services and Amenities Fee.

Top of Page

Section 2 -  Definitions

(3) For the purpose of this procedure definitions that apply can be found in the Policy DDS Glossary and the Student Administration Policy, in addition to the following:

  1. Electronic Commonwealth Assistance Form (eCAF) refers to a legal document that the Government requires students to complete online at enrolment. It requires the student to declare that they have read all relevant information relating to being a Commonwealth supported student and that they are aware of their obligations as a Commonwealth supported student and/or Commonwealth assisted student
  2. Commonwealth Assisted Student means a domestic student who opts to defer part or all of their tuition fees (if in a full-fee paying program) or Student Contribution Amount (if in a program that is Commonwealth Supported) via HELP. The Government pays the amount outstanding as at the approved census date for students who opt to defer and the student then repays the amount through the taxation system.
  3. Commonwealth Supported Student means a domestic student who is enrolled in a program deemed by the University to be Commonwealth Supported, i.e. the Government subsidises the cost of the tuition fees for the student in that program.
  4. EFTSL (Equivalent Full Time Study Load) is the measure used to determine a student’s study load. One (1.0) EFTSL is the study load, for a year, of a student undertaking a program on a full-time basis.
  5. Grandparenting refers to a legal mechanism used by the Australian Government to ensure that the funding and fee charging conditions that students had at the commencement of their program are maintained during the period of their enrolment.
  6. Higher Education Loan Program (HELP) refers to a range of loans offered by the Australian Government to provide fee payment assistance to eligible students. Loans are for Australian citizens studying in Australia or overseas. Permanent residents studying in Australia who hold a humanitarian visa are also eligible. The current loans schemes are HECS-HELP (to defer undergraduate degree student contribution amounts), FEE- HELP (to defer primarily postgraduate tuition fees), SA-HELP to defer Student Services and Amenities Fees (SSAF), and OS-HELP (a loan to travel and study overseas on exchange).
  7. Student contribution amount/liability means the amount a student is charged if they are an eligible Commonwealth supported student.
Top of Page

Section 3 -  Policy Statement

(4) Refer to the Student Administration Policy.

Top of Page

Section 4 - Procedures

(5) Payments for tuition fees and other charges are allocated sequentially from the oldest fee liability to the most recent liability.

Student Services and Amenities Fee (SSAF)

(6) SSAF is calculated on the basis of the EFTSL that a student is studying in a SSAF period and the mode or location of study. Refer to the SSAF website for more information. 

(7) Students will receive advice on their SSAF liability at least twice per year.

Part A -  Commonwealth Supported Students

Eligibility for Commonwealth Support

(8) Australian citizens, holders of Humanitarian Visas, New Zealand citizens and holders of Australian Permanent Resident Visas who are enrolled in eligible programs are able to study as domestic students in Commonwealth supported places if they meet, and continue to meet, Australian Government eligibility requirements. 

(9) International students, domestic students enrolled in full fee paying programs and students enrolled in non-award programs are not eligible for Commonwealth supported places.

Student Contribution Amounts

(10) Student contribution amounts are levied at rates prescribed for the calendar year and are subject to review on an annual basis. The amounts are published in the Commonwealth supported place and HECS-HELP information booklet which is available online. A student contribution liability will be incurred in each term, based on the student contribution amount and credit points of the subjects in which the student is registered.

Electronic Commonwealth Assistance Forms (eCAF)

(11) Students enrolling in a Commonwealth supported program of study must submit a completed eCAF when they enrol in a program for the first time. This must be lodged by the approved census date for the term. Students who have not submitted an eCAF will be prevented from enrolling or will have their enrolment cancelled.

(12) Students must include their Tax File Number (TFN) on the eCAF to be eligible to defer their student contribution liability. If a student does not have a TFN, they must provide evidence that they have requested a TFN from the ATO, by the census date for the term. 

(13) Commonwealth supported students who wish to defer their SSAF payment must complete a separate eCAF by the prescribed date advertised on the Student Services and Amenities Fee (SSAF) webpage to be eligible for the loan (SA-
HELP). If the TFN is not supplied on the SA-HELP form and student has not made payment by the due date, a hold will be applied.

eCAF and Changing Programs

(14) Students who change programs are required to submit a new eCAF. 

(15) The eCAF will not be accepted after the approved census date for the term in which the transferring student will commence. 

(16) Any eCAF submitted after the census date will mean that deferral of the student contribution liability will only occur for future terms.

eCAF and Change of Payment Options

(17) Students may change their payment options for future terms by submitting a new eCAF with their TFN by the approved census date for the term.

(18) Students do not need to lodge a new form if they decide to make upfront payments.

Non-compliance with Commonwealth Supported Requirements

(19) Commonwealth supported students can access information via the government's StudyAssist website and via the University's Commonwealth supported students webpage

(20) It is the student's responsibility to ensure the requirements of being a Commonwealth supported student are understood and fulfilled. Students who are enrolled in a Commonwealth Supported Place who do not continue to meet the requirements of being Commonwealth supported will no longer be eligible for such a place.

(21) Students who have not met Commonwealth support requirements  by the approved census date, will have their enrolment cancelled.

Commonwealth Assistance Notice (CAN)

(22) Within four weeks after the approved census date, Commonwealth supported students and students who  are Commonwealth Assisted will be issued a CAN which is the student’s official record of fees charged, amounts paid, fees deferred an enrolment, as at the approved census

(23) Commonwealth supported students who have nominated for an SA-HELP loan to cover their SSAF liability will
receive a separate CAN confirming their liability for the loan within four weeks after the due date.

(24) Students must notify the University in writing of any errors or omissions within 14 calendar days of the date of the CAN being issued.

Refund of Student Contribution Payments/SSAF

(25) Commonwealth supported students who withdraw from a program prior to midnight on the first approved census date will not incur a student contribution liability for that program. If they have paid the student contribution liability for a subject or subjects prior to withdrawing, a full refund will be made of those subjects after the approved census date, upon submission of a refund request form and confirmation of student bank details.  

(26) Commonwealth supported students who withdraw from a subject/s prior to midnight on the approved census date will not incur a student contribution liability for those subjects. If a student has paid their student contribution liability for a subject/s prior to withdrawing, a full refund for those subjects can be provided upon submission of a refund request form and confirmation of student bank details. Alternatively, students can  have the credit retained on their student record and applied to future fee liability.

Remission of HECS-HELP and SA-HELP Debts Following Withdrawal after the Approved Census Date

(27) Commonwealth supported students who withdraw from their program or subject/s after the approved census date will only receive a refund for paid student contribution fees for that term if they have withdrawn due to extenuating circumstances and have received a successful outcome to their ‘Withdrawal without Academic Penalty’ application. Refer to the Student Administration Policy or further information. 

(28) A SSAF liability will not be refunded under any circumstances if the student withdraws after the approved census date.

(29) Refer to the Fees and University costs webpage for further details of remission of debt and the appeals process.

Fees for Commonwealth Supported Students Exceeding Award Requirements

(30) Commonwealth supported students will be charged full tuition fees for subjects not contributing to the degree in which they are enrolled, or subjects in excess of requirements to complete the degree.

(31) The University will monitor student enrolment and in cases where students have exceeded award requirements, will charge full fees retrospectively for excess subjects studied.

Part B - Domestic Tuition Fee Students

Financial Assistance - Commonwealth Assistance (FEE-HELP and SA-HELP)

(32) Domestic fee paying students enrolled in award programs are eligible for Commonwealth assistance (FEE-HELP and SA-HELP) provided they meet Australian Government eligibility requirements. 

(33) The FEE-HELP form must be lodged prior to the approved census date for the term for which the loan is being sought.

(34) The SA-HELP form (for deferment of the SSAF liability) must be lodged prior to the specified due date for which the loan is being sought.

(35) Students who gain Australian Citizenship during the period of their enrolment will be deemed eligible for Commonwealth assistance (FEE-HELP) by providing originals or certified copies of their Australian Citizenship Certificate. Evidence of citizenship needs to be provided prior to census date in order to be eligible for FEE-HELP from that term onwards.

(36) Non-Award students are not eligible for Commonwealth assistance (FEE-HELP or SA-HELP) except for eligible cross institutional students.

Non-payment of Fees

(37) Students who have not completed payment of their tuition fees by the relevant due date will have their enrolment cancelled. Students may appeal the decision to cancel enrolment in accordance with Part P – Appealing Administrative Decisions of the Student Administration Policy. 

Refund of Fees

(38) Domestic students who defer, withdraw or take an approved leave of absence from their program prior to the approved census date will receive a refund for 100% of any tuition fees they have paid for that term, upon submission of a refund request and confirmation of student bank details.

(39) Domestic students who withdraw subjects from their program prior to the approved census date will be refunded for any overpayment of tuition fees following the approved census date for the term upon submission of a refund request and confirmation of student bank details.

(40) Domestic non-award students who withdraw from their non-award subject/s prior to the approved census date will be automatically refunded for any overpayment of tuition fees following the approved census date for the
term upon submission of a refund request and confirmation of student bank details. They will not receive any refund for application fees as these are non-refundable.

(41) Domestic students who withdraw after the approved census date will not receive a refund of their tuition fees unless they have withdrawn due to extenuating circumstances and have received a successful outcome to their ‘Withdrawal without Academic Penalty’ application. Refer to the Student Administration Policy for further information. 

(42) Applications for refunds in extenuating circumstances must be made within 12 months of the last day of the term in which the misadventure occurred.

Remission of FEE-HELP and SA-HELP Debts following Withdrawal after the Relevant Census Date

(43) Commonwealth assisted students who withdraw from their program or subject/s after the relevant census date can only be refunded for upfront FEE-HELP payments if they have withdrawn due to extenuating circumstances. Refer to the Student Administration Policy for further information.

(44) Commonwealth assisted students who have deferred their student contribution liability and subsequently withdraw after the relevant census date due to extenuating circumstances may apply for a remission of their student contribution liability for the impacted term. Refer to the Student Administration Policy for further information.

(45) A SSAF liability will not be refunded under any circumstances if the student withdraws after the relevant census date for the term.

Part C -  International Fee Students Studying in Australia

(46) The fee conditions for University International students are provided as part of the University's International Offer information and the International Student Fees and Refunds Agreement. 

Payment Plans

(47) Payment plans are available to continuing international students who: 

  1. Submit an application prior to the payment due date
  2. Provide sufficient supporting evidence that demonstrate extenuating circumstances
  3. Demonstrate that they have the capacity to meet payment plan instalment dates.

Non-payment of Tuition Fees

(48) International students who have not completed payment of their tuition fees by the payment due date (i.e., start
of term) will have their enrolment cancelled.

(49) International students who are student visa holders who have not made payment by the due date will be issued with a notice of the University's intention to cancel their enrolment. International students have the right to appeal against cancellation and consequent reporting to the Department of Home Affairs. Appeals must be lodged within 20 working days of the notification of intent to cancel enrolment being sent. If a student does not appeal, their Confirmation of Enrolment (CoE) will be cancelled and they will be notified to contact the Department of Home Affairs to seek advice on the potential impact on their student visa. Students who are unsuccessful in their appeal will be notified via their student email. Students who were unsuccessful have the opportunity to appeal externally with the NSW Ombudsman or the National Student Ombudsman. Students who appeal externally with the NSW Ombudsman or the National Student Ombudsman must notify the University in writing within 14 days of being notified of their unsuccessful internal appeal, that they have submitted an external appeal.

(50) International students who have satisfied the NSW Ombudsman or the National Student Ombudsman that they should be permitted to continue studying, will be able to continue studying provided that all outstanding fees are paid.

(51) Students who are permitted to continue their enrolment must ensure that they still have a valid CoE.

(52) Students who are unsuccessful in their internal and external appeal, or who do not submit an appeal within the required timeframe, will have their enrolment cancelled. If the student wishes to continue their studies they will need to reapply to the University. If their application is successful, the student will be permitted to recommence in the following term.

Sponsored Students

(53) If a sponsor is unable to meet the student's liability, the University will provide the student with the option of becoming a self-funded student and change the status of the student from sponsored to self-funded. 

(54) If neither the student nor the sponsor is able to pay the outstanding liability by the due date, the University will cancel the student’s enrolment.

Refund of Fees

(55) The Education Services for Overseas Students (ESOS) Act 2000 and the National Code of Practice for Providers of Education and Training to Overseas Students 2018 mandate particular tuition fee refund entitlements for overseas students studying in Australia.

(56) The International Student Fees and Refunds Agreement is ESOS compliant and provides details of the grounds on which a student is eligible for a refund and to ensure overseas students' particular consumer rights are protected. The University provides all prospective overseas students with access to the International Student Fees and Refunds Agreement  as part of the University's International offer information and therefore forms part of the written agreement between each International student and the University. 

(57) If a student wishes to resign from their studies at the University and requests a refund, the student must complete the discontinuation or break from studies application.

(58) Students wishing to resign who have not yet completed six months of their principal program at the University will have their application considered by the Student Welfare Service, and if approved will grant a release from the program.

(59) Refunds to International students will not normally be approved if the student is a continuing student. Any credit on the student’s record will apply to future term's tuition/SSAF fees.

(60) To apply for a refund of fees a student must submit a Refund request outlining their reason for requesting a refund and supplying the required evidence.

(61) The University will:

  1. assess applications for refunds in accordance with these procedures and the International Student Fees and Refunds Agreement
  2. wherever possible, refund the money back to the original source of the funds 
  3. not split refund payments between two or more parties
  4. notify a student in writing of the date and amount of a refund and
  5. report all refunds to the Director, Tuition Protection Service on a student's Confirmation of Enrolment via PRISMS.

(62) Where a third party paid a student's fees, the University will refund the fees to that third party unless the third party authorises the University in writing to pay the refund to another person.

Part D - Students who have a change in citizenship status

(63) A student's change in status is recognised from the date the evidence of the new visa is provided to the University, not the date on which the application for the new visa was lodged.

(64) Under Australian Government legislation, permanent residents are not eligible to obtain HECS-HELP, FEE-HELP, OS-HELP or SA-HELP loans unless also holding a permanent humanitarian visa or otherwise satisfying Government eligibility requirements. All fees must be paid in full by the approved census date or enrolment will be cancelled.

(65) If the status of an International student changes from temporary resident to permanent resident, they must advise the University by the census date in order for their change in status to be recognised in that term. They must:

  1. provide a completed eCAF (if relevant to the program)
  2. provide proof of the change to permanent residency and
  3. pay any domestic tuition fees, as required

(66) If a student obtains permanent resident status after the relevant census date for the term, the student will continue to be regarded as an international student for the remainder of the term. The student will be entitled to enrol as a domestic student and be liable for payment of domestic tuition fees from the commencement of the next term if the student provides evidence of their permanent resident status prior to that term's census date.

Top of Page

Section 5 - Guidelines

(67) Commonwealth Support students webpage

(68) Paying Your Fees webpage

(69) International Student Fees and Refunds Agreement

(70) Western Sydney University Indonesia Fees Schedule and Refund Procedure

Policy Schedule: Surabaya Campus Students

(71) The following provisions apply to Indonesian local and International students studying in Indonesia. 

(72) The fee conditions for Universitystudents studying in Indonesia are provided as part of the University's Offer Information and Western Sydney University Indonesia – Surabaya Campus Tuition Fees Schedule and Refund Procedure. 

(73) Tuition fees for students studying at the Western Sydney University Indonesia, Surabaya Campus will bereviewed annually and may be increased during the period of a student's enrolment in a program. Such increases can be expected to conform with the estimated total program fee provided to the student prior to accepting the offer of enrolment.

(74) Western Sydney University – Surabaya Campus will assess requests for refunds in line with the Western Sydney University – Surabaya Campus Tuition Fees Schedule and Refund Procedure.