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Fee Setting Procedure

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Section 1 - Summary

(1) This Procedure outlines processes to set and amend fees and charges for Victoria University (VU) programs and courses, as identified in the Fees Policy and Fees and Charges Regulations 2013, and in accordance with relevant legislation.

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Section 2 - Scope

(2) This Procedure applies to all tuition and non-tuition fees for all onshore students taught by the University, excluding VU Sydney.

(3) Fee setting at VU Sydney is determined by the Joint Management Committee as described in the VU/ECA Partnership Agreement, following the Principals of Fee Establishment in Part A of the Fees Policy.

(4) This Procedure does not apply to Children’s Centre fees and Student housing fees.

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Section 3 - HESF/ASQA/ESOS Alignment

(5) HESF: 7.2 Information for Prospective and Current Students

(6) ESOS Act: Part 3 Division 2; Part 5 Division 2.

(7) Standards for RTOs: Standard 5; 7; Schedule 6.

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Section 4 - Definitions

(8) Domestic Student

(9) Fee

(10) Fine

(11) International Student (Onshore)

(12) Non-Tuition Fee

(13) Student Services and Amenities Fees (SSAF)

(14) Tuition Fee

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Section 5 - Policy/Regulation

(15) Fees Policy.

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Section 6 - Procedures

Part A - Summary of Roles and Responsibilities

Roles Responsibilities
Associate Director, Load Planning Co-ordinates the tuition fee creation, review and determination process for HE.
Commences a preliminary benchmarking review of indicative load and fee structures. 
Works with Colleges, Research Institutes and VU Online to finalise an approved set of tuition fee settings. 
Ensures relevant business areas are informed of approved fees for publication.
Senior Manager, Administration & Governance, VU Polytechnic Co-ordinates the tuition fee creation, review and determination process for VU Polytechnic.
Undertakes a benchmarking review of indicative fee structures. 
Works with Teaching Centres to finalise a Centre-approved set of load targets and tuition fee settings. 
Ensures approved fees are published on relevant internal and external websites.
Vice-Chancellor Approves tuition fees.
Chief Financial Officer (CFO) Approves non-tuition (HE) fees annually and on an ad-hoc basis.
Director, Student Services Prepares a recommendation for SSAF rates for endorsement by the Pro Vice-Chancellor, Students and approval by the Chief Financial Officer.
Director, Student Administration
Configuration of approved HE fees in the Student Management System prior to enrolment.
Ensures students are aware of costs for undertaking a course prior to enrolment.
Publishes approved HE fees on the VU website prior to enrolment for the next academic year, in line with the Fees and Charges Regulations 2013, this Procedure and relevant legislation.
Participates in consultation process with Colleges and Research Institutes (HE) and Teaching Centres (VET) to finalise an approved set of load targets and tuition fee settings.
Director, VU International Participates in the Fees Benchmarking process.
Recommends International Student fees to Colleges, Research Institutes and VU Polytechnic.
Participates in consultation processes with Colleges and Research Institutes (HE) and Teaching Centres (VET) to finalise an approved set of tuition fee settings.
Deans of Colleges Reviews recommendations from key stakeholders and determine final fee proposals.
Accountable for a final fee and price recommendation.
 
Executive Directors, Research Institutes Reviews recommendations from key stakeholders and determine final fee proposals.
Recommend to the Deputy Vice-Chancellor, Research a final fee and price proposal.
Deputy Vice-Chancellor, Research Accountable for a final fee and price recommendation from VU Research.
Deputy Vice-Chancellor, Vocational Education and Pathways Reviews recommendations from key stakeholders and determine final tuition fee proposals.
Approves non-tuition (VET) fees (excluding SSAF) annually and on an ad-hoc basis as required, where such courses are fully costed and fees are set at a level where the University remains financially viable.
Finance Business Partners Participates in consultation process with Colleges and Research Institutes (HE) and Teaching Centres (VET) to finalise an approved set of load targets and tuition fee settings.
 
Associate Director Strategic Capital Management Coordinates non-tuition fee (HE) approval process.
Executive Director, Marketing & Communications Participates in the Fees Benchmarking process.
Recommends Domestic Student fees to Colleges and Research Institutes (HE) and Teaching Centres (VET).
Participates in consultation process with Colleges and Research Institutes (HE) and Teaching Centres (VET) to finalise an approved set of load targets and tuition fee settings.
Senior Web Communication Coordinator, Web Services, ITS Publication of fees on the VU Website, prior to enrolment for the next academic year, in line with the Fees and Charges Regulations 2013, this Procedure and relevant legislation.
Pro Vice-Chancellor, Students Recommends SSAF rates for approval to the Chief Financial Officer.
VET Transition Team Configuration of approved VET fees in the Student Management System prior to enrolment.

Part B - Procedural Principles

(16) The key guiding principles for fee setting at VU are outlined in the Fees Policy

(17) The annual fee setting process at VU is integrated into the Annual Load Planning Process, and coordinated by the Planning and Performance team (HE) and Administration and Governance (VET). 

(18) New course fees will be approved as part of the necessary processes and approvals detailed within the Courses Lifecycle Policy Suite.  

(19) Fees will be set for applicable courses listed on the TAFE free courses list, in order for VU to charge and report a fee for students who are not eligible for Free TAFE, or in cases where government policy changes.

(20) VU Polytechnic fee concession rates will be determined by the VET Funding Contract.

Part C - Fee Setting Process

Tuition Fees (HE)

(21) The tuition fee review process occurs simultaneously with student load planning each year.

(22) At the start of each academic year, Planning and Performance undertakes fee benchmarking for courses offered to full-fee paying students, and uses this benchmarking to consult with:

  1. VU International regarding international fees;
  2. Marketing and Communications in regards to domestic full fee paying fees;
  3. Colleges regarding international and domestic fees;
  4. VU Research (VUR) regarding international fees.

(23) By the end of March each year, Planning and Performance will provide Colleges and VUR with the results of the benchmarking and consultation process, and fee recommendations for at least four academic years ahead.

(24) Throughout March and April, Planning and Performance meets with Colleges and Research Institutes, where applicable, to finalise a set of approved load targets and tuition fee settings.  Included in these meetings will be representatives from Marketing and Communications, VU International, Finance and Student Administration.

Tuition Fees (VET)

(25) Planning and consultation on tuition fees occurs simultaneously with consultation on load targets each year.  The Administration and Governance team send a Tuition Fee Review Spreadsheet with an indicative fee structure to Teaching Centres in March each year.  This is used to inform the Teaching Centre’s review of fee and load setting which is commenced in April.

(26) Administration and Governance will then commence a benchmarking review of these indicative load and fee structures.  In order to provide Teaching Centres with integrated and detailed advice, Administration and Governance will consult with VU International regarding international fees. 

(27) Teaching Centres will undertake further benchmarking in order to complete the Tuition Fee Review Spreadsheet. The Spreadsheet will be returned to Administration and Governance by the start of June each year.  

(28) Administration and Governance coordinate fee endorsement through the VU Polytechnic Leadership Team and the Deputy Vice-Chancellor, Vocational Education and Pathways. 

Non-Tuition Fees (HE)

(29) Business areas responsible for the delivery of an activity will prepare recommendations for fee changes annually, for consideration by the Chief Financial Officer.

(30) Finance Services will send out a request to Business areas to submit fee recommendations by the end of September each year.

(31) Where fees are wholly or part established by an external body (e.g. Student Services and Amenities Fees (SSAF)), the relevant Business area will ensure recommendations comply with current external requirements.

Non-Tuition Fees (VET)

(32) Teaching Centre’s responsible for the delivery of an activity will prepare recommendations for fee changes annually, for consideration by the Deputy Vice-Chancellor, Vocational Education and Pathways.

(33) Administration and Governance will send out a request to Teaching Centre’s to submit fee recommendations by the start of June each year.

(34) Where fees are wholly or part established by an external body, the relevant Teaching Centre will ensure recommendations comply with current external requirements.

Part D - Fee Approval

Tuition Fees

(35) Planning and Performance (HE) and Administration and Governance (VET) send recommendations for tuition fees to the Chief Financial Officer for endorsement, and approval by the Vice-Chancellor by May (HE) and end of June (VET) each year.  This is referred in conjunction with a draft Load and Revenue Plan to ensure alignment with the financial plan.

Non-Tuition Fees

(36) Business areas (HE) send recommendations for non-tuition fees to Finance Services by September each year. Finance Services will coordinate the approval process with the Chief Financial Officer. 

(37) The Director, Student Services will prepare a recommendation for SSAF rates (following consultation with key stakeholders and a desktop market review) for endorsement by the Pro Vice-Chancellor, Students and approval by the Chief Financial Officer.

(38) Teaching Centre’s (VET) send recommendations for non-tuition fees to Administration and Governance by the end of June each year. Administration and Governance will coordinate the approval process with the Deputy Vice-Chancellor, Vocational Education and Pathways. 

Part E - Fee Publication

(39) Following approval, Planning and Performance (HE) will send the approved tuition fees to:

  1. Student Administration for configuration in the Student Management System and coordination with Web Services for publication on the VU website;
  2. Colleges and VU Research (specifically the Research Institutes and Admissions & Candidature);
  3. VU International for updating in the EAAMS system, inclusion in the annual international course guides, and coordination with Web Services for publication on the VU website;
  4. Marketing and Communications; and,
  5. Other relevant business areas responsible for administering tuition fees.

(40) Following approval of tuition and materials fees, Administration and Governance (VET) will:

  1. send the approved fees to the VET Transition Team for configuration in the Student Administration System;
  2. Advise Teaching Centres;
  3. Advise VU International of non-tuition fees (where relevant);
  4. Coordinate the publication of approved VET fees on the VU website;
  5. Coordinate publication of the approved fees through the MySkills and Australian Course Information Register (ACIR) websites.

(41) Following approval, Finance Services will send the approved non-tuition fees (HE) to:

  1. Student Administration for configuration in the Student Management System;
  2. VU International;
  3. Marketing and Communications; and,
  4. Relevant Business Areas responsible for the non-tuition fee (e.g.: Student Services for the SSAF).

(42) The Director, Student Administration is responsible for ensuring the University communicates to students all costs for undertaking a course prior to enrolment, to provide them a realistic measure of actual cost of study.  Indicative costs may be published where the actual cost is variable.

(43) Business areas are responsible for ensuring non-tuition fees are published and available for students prior to enrolment.