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Fee Determination Procedure - Non-Tuition (INTERIM)

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Section 1 - Purpose / Objectives

(1) See Fees Policy.

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Section 2 - Scope / Application

(2) See Fees Policy.

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Section 3 - Definitions

(3) Nil

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Section 4 - Policy Statement

(4) See Fees Policy .

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Section 5 - Procedures

(5) The procedure relates to the setting, amending, reviewing and publication of non-tuition fees and charges as identified in the Fees and Charges Regulations 2013 Part 2 . This procedure ensures that fees and charges are set, reviewed, amended, reported and published in accordance with legislation.

(6) This procedure applies to non-tuition fees and charges that the University has the power to impose on persons who are on University premises, using University facilities and services or engaged in University activities. The non-tuition fees and charges which can be imposed or charged by the University are:

  1. Application Fees
  2. Fitness Centre Fees
  3. Library Fees
  4. Facilities and Security Fees
  5. Assessment and Completion Fees
  6. Ancillary and Material Fees
  7. Student Connect Fees and Charges
  8. Student Services and Amenities Fees (SSAF), and
  9. Any other fees fixed under Fees and Charges Regulations 2013

(7) This procedure does not currently apply to the establishment of Children's Services Centre fees or student housing fees.

(8) While the timelines below will be adhered to, the Fees and Charges Regulation 2013 does not limit the power of the University to fix or impose other fees and charges or to change fees at any time.

(9) This procedure is based on the following assumptions:

  1. Re-distribution of business unit responsibilities is approved by the Senior Management Team
  2. College and business units are appropriately resourced.

Part A - Key Dates

Activity Due Date
Annual Review of Tuition Fees and Charges January to July
Submit Tuition Fees and Charges to Finance Services for CFO approval 15 July
Approval of tuition fees and charges 15 August
Publication of non-tuition fees and charges on University website 1 October

Part B - Roles and Responsibilities

Role Responsibilities
Chief Financial Officer Responsible for non tuition fee determination final signoffs
Finance Financial advice regarding the financial context, including the yearly increase of non-tuition fees.
Marketing Market research advice regarding non-tuition fees.
Office of Quality Information and Planning (QIP) Incorporation of non-tuition fees into University planning processes.
Responsible Area Business Unit responsible for:

Overall co-ordination of the non-tuition fee approval process

Publication of fees and charges
Maintenance of all the documentation for all relevant processes.
Senior Officer in Charge Provides recommendations of reviewed fees under their college or business unit responsibility to the Chief Financial Officer for approval.
Governance Manages submissions to the Senior Management Team
Senior Management Team Notes non-tuition fee schedule.

Part C - Non Tuition Fee Setting Process

(10) There are three main stages of tuition fee setting: Fee Determination, Fee Approval and Fee Publication.

Fee Determination

Stage 1: Preparing to Recommend

Activity Responsible
Co-ordinate tuition fee determination schedule and activities Responsible Area
(12) Conduct market analysis against like organisations where relevant Responsible Area, Marketing, Finance

Stage 2: Recommendations

Activity Responsible
(13) Prepare recommendations regarding tuition fee levels to be submitted to the CFO which factors in the following:

Current non-tuition fees

Advice from Finance

Advice from Marketing

Advice from VE/FE

Comparative Analysis and Market Research findings.

Research salary and on costs.

Output: Fee Schedule recommendations
Responsible Area
(14) Send recommendations to all parties for review Responsible Area
(15) Review fee recommendations Senior Officer in Charge, Responsible Area, Finance, Marketing,
(16) Submit Recommendations Collate and validate (with consideration of advice from relevant University business units) suggested recommendations and prepare final recommendations for consideration by the Senior Management Team. Send recommendations to the Senior Management Team Secretariat. Responsible Area

Fee Approval

Activity Responsible
(17) Consider Recommendations and Set Fee Schedule The Senior Management team considers the final recommendations and sets the Fee Schedule.
(18) Send the recommendation to the Chief Financial Officer for approval/sign off. Governance
(19) Receives recommendation request to set fees for the forthcoming year Chief Financial Officer
(20) Reply with approval or amendments Chief Financial Officer

Fee Publication

Activity Responsible
Configure/report/publish Fee Schedule as appropriate Student Systems, VUI, VUE, Marketing, Finance, QIP
Update fees as requested in line with authorised changes Fees Business Specifications and Configuration Officer
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Section 6 - Guidelines

(11) Non Tuition Fee Determination Process Flowchart