Fees Collection and Refund Procedure

Document Title: Fees Collection and Refund Procedure

Document Number: FIN-P-002

Effective Date: June 8, 2024

Review Date: June 8, 2025

1. Purpose

This procedure outlines the detailed steps for collecting fees and processing refund requests at Rosehill College. It ensures transparency, consistency, and compliance with regulatory requirements in the management of student fees and refunds.

2. Scope

This procedure applies to all staff and students at Rosehill College involved in the fee payment and refund processes. It covers the collection of tuition and other fees, as well as the circumstances under which refunds are granted.

3. Definitions

  • Tuition Fees: Fees paid by students for enrollment in courses.
  • Non-Tuition Fees: Fees related to administrative services, materials, and other charges not directly associated with tuition.
  • Refund: The return of previously paid tuition or non-tuition fees under specified conditions.
  • Refund Request Form: A form used by students to request a refund of fees paid.
  • Withdrawal: The formal process of discontinuing enrollment in a course.

4. Procedure

4.1 Fees Collection

  1. Issuing Invoices:
    • Tuition Fees: Generate and issue invoices for tuition fees to students prior to the commencement of each term.
    • Non-Tuition Fees: Issue invoices for non-tuition fees as applicable.
    • Due Dates: Specify the due dates for fee payments on the invoices.
  2. Payment Methods:
    • Options: Accept payments through various methods including credit card, bank transfer, and direct debit.
    • Details: Provide detailed payment instructions on the invoice and the college website.
  3. Receipt Issuance:
    • Confirmation: Issue receipts for all payments received and update the student’s account in the Student Management System.
    • Notification: Notify students via email once payment has been received and recorded.

4.2 Monitoring and Follow-Up

  1. Review Payments:
    • Weekly Review: Conduct weekly reviews of outstanding payments to identify overdue accounts.
  2. Send Reminders:
    • First Reminder: Send a first reminder via email 7 days after the due date if payment has not been received.
    • Final Reminder: Send a final reminder 14 days after the due date. Include consequences of non-payment such as late fees or enrollment suspension.
  3. Late Fees:
    • Application: Apply late fees as per the Fees and Refunds Policy if payment is not received within 30 days of the due date.

4.3 Refund Requests

  1. Submit Refund Request:
    • Form: Complete the Refund Request Form available on the Rosehill College website.
    • Documentation: Provide supporting documentation such as proof of payment and reasons for the refund request.
    • Submission: Submit the form and documentation to the college administration office or via email at [email protected].
  2. Review and Approval:
    • Initial Review: The Administration Manager reviews the request within 5 working days to ensure completeness and eligibility.
    • Approval: If eligible, the Financial Department processes the refund according to the refund conditions outlined in the Fees and Refunds Policy.
  3. Notification:
    • Outcome: Notify the student of the refund decision via email within 10 working days of receiving the request.
    • Disbursement: Process and disburse approved refunds within 14 days of the approval date.

4.4 Refund Eligibility Criteria

  1. Full Refunds:
    • Conditions: Granted for reasons such as course cancellation by Rosehill College or visa refusal (documented evidence required).
  2. Partial Refunds:
    • Conditions: May be granted under circumstances such as withdrawal before the start of the course or special circumstances affecting the student’s ability to continue.
  3. No Refunds:
    • Conditions: No refunds for withdrawal after the course commencement date, unless under special circumstances approved by the CEO.

4.5 Appeals Process

  1. Submit Appeal:
    • Form: Complete the Appeal Form if dissatisfied with the refund decision.
    • Timeline: Submit the appeal within 14 days of the refund decision notification.
  2. Review Appeal:
    • Committee: The Financial Appeals Committee reviews the appeal and makes a decision within 10 working days.
    • Outcome: Communicate the final decision to the appellant in writing.

4.6 Documentation and Record Keeping

  1. Maintain Records:
    • Payments: Keep accurate records of all fee payments and receipts.
    • Refunds: Document and archive all refund requests and decisions.
    • Secure Storage: Store financial records securely for a minimum of 7 years.
  2. Confidentiality:
    • Access: Restrict access to fee and refund records to authorized personnel only.

5. Responsibilities

5.1 Administration Manager

  • Role: Oversee fee collection, manage overdue accounts, and process refunds.
  • Responsibility: Ensure compliance with the Fees and Refunds Policy and this procedure.

5.2 Financial Department

  • Role: Process payments, manage financial records, and disburse refunds.
  • Responsibility: Conduct regular reconciliations and audits of fee transactions.

5.3 Student Service Officer

  • Role: Assist students with fee payments, provide information on refunds, and support the appeals process.
  • Responsibility: Ensure students are informed about payment deadlines and refund policies.

6. Review Compliance

  1. Monthly Review:
    • Meetings: Include fee collection and refund processes in the monthly Financial Management Meeting agenda.
  2. Annual Review:
    • Tool: Use the ASQA RTO Self-assessment tool template for the annual review.
    • Audit: Include fee collection and refund processes in the annual financial audit.

7. Document Control

  • Version Number: V1.0
  • Approved By: CEO
  • Approval Date: June 8, 2024
  • Review Date: June 8, 2025