Student Fee Protection Policy

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Student Fee Protection Policy Revised – June 2013

Contents

1.0

Overview and Rationale ........................................................................3

2.0

Purpose ................................................................................................3

3.0

Guidelines .............................................................................................3

4.0

Receiving and Processing Payments .....................................................4

5.0

Evaluation and Review ..........................................................................4

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1.0

Overview and Rationale

1.1

UCIC has developed a student fees protection policy to be provided to international students in accordance with section 7.2.4 of the Code of Practice for the Pastoral Care of International Students (the Code).

1.2

The policy is designed to ensure that international student fees are handled consistently with normal accounting practices. This means that those funds are secure from misappropriation and are only made available to UCIC in accordance with the School’s Refund Policy, and to students in the event that UCIC is not able to continue tuition.

2.0

Purpose

2.1

The purpose of this policy is as follows: 

To ensure in the event that UCIC is unable to continue to provide tuition, that the unspent portion of the fees is available to be returned to the student.



To ensure that funds from international students are accounted for separately from other UCIC accounts and in such a way that individual student contributions can be protected and monitored.



To ensure that international students’ payment may be drawn down in accordance with UCIC’s Refund Policy.

3.0

Guidelines

3.1

Comprehensive accounting procedures are in place at UCIC to ensure that monies are available for release where appropriate according to the NZQA Fee Protection Rules.

3.2

International fees shall be paid into UCIC’s Public Trust account for ‘Foreign Fees’, and drawn down at appropriate intervals throughout the academic year.

3.3

These monies will be audited separately on an annual basis.

3.4

Appropriate reporting will be undertaken to meet the Public Trust’s requirements.

3.5

These monies will be available for approved refunds resulting from withdrawal from UCIC or in the event of UCIC not being able to provide tuition in accordance with the NZQA Fee Protection Rules.

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4.0

Receiving and Processing Payments

4.1

Tuition fee payments and accommodation payments received by UCIC must be processed in accordance with the ‘UCIC Fee Protection Procedures’.

4.2

All agent agreements will include appropriate references to ensure agents comply with processes set down under the NZQA Fee Protection Rules.

4.3

Annual agent reviews will include a review of compliance with the NZQA Fee Protection Rules.

4.4

If at any time a staff member becomes aware of an issue of non-compliance or potential non-compliance with the NZQA Fee Protection Rules, that staff member must report this to the Director of Finance and Administration immediately.

5.0

Evaluation and Review

The Director of Finance and Administration shall report to the UCIC Executive Committee, and the Navitas University Programs Division CEO (who holds delegated authority from the Navitas Board of Directors), annually with reference to the effectiveness of this policy.

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Policy Title

Fee Protection Policy

Policy Owners

Director of Finance & Administration

Contact Persons

Director of Finance & Administration, College Director & Principal

Key Stakeholders

All students of UCIC, UCIC staff

Approval Body

Executive Committee

Agenda item and meeting date approved [Agenda item and meeting date approved]

Relevant Legislation

The Code of Practice for the Pastoral Care of International Students - Tertiary (revised 2010), and the Private Training Establishment Registration Rules 2013 under section 253 of the Education Act 1989

Related Policies



UCIC Refund Policy



UCIC Fee Protection Procedures

Related Guidelines

N/A

File information

File number

Version number

N/A

V1.0 - 24/06/2013

[Date Effective]

Next Review Date

Date Effective

30/06/2014

Version 1.0 Approved By:

CEO, University Programs Division

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