THIRD PARTY PAYMENT OF STUDENT FEES POLICY AND PROCEDURES Date Approved: 11/09/2015 Scheduled Review Date: 30/09/2016 Policy Category: Policy Owner: Management Chief Financial Officer 1. Purpose 1.1 This policy and procedure specifies the circumstances under which SEDA Group may enter into arrangements with third parties for the payment of student fees. It specifies SEDA Group s requirements for recording and documenting such arrangements. 2. Scope 2.1 This policy and procedure applies to all SEDA Group staff, students and affiliates. It also applies to non-award students as if they were students. 3. Definitions 3.1 Program: means a course at SEDA Group, whether leading to the attainment of a recognized award (award course) or not (non-award). 3.2 Non-award student: means a person who is currently undertaking a program at SEDA Group, which will not lead to the attainment of a recognised award (i.e. a non-award course). 3.3 Student: means a person who is currently admitted to candidature in an award course at SEDA Group. In this policy and procedures, references to students include references to non-award students. 3.4 Student Fees: means including, but not limited to, any or all of tuition fees, student services and amenities fees, incidental course fees, materials fees, administration fees, and any other course-related expense 3.5 Third Party: means an individual or entity, other than the student, who has agreed to bear costs associated with full or partial payment of student fees for a course, for specified unit(s) of study, or for a specified period. Authorised By: General Manager Document control management Uncontrolled when printed Page 1 of 7
3.6 Unit of study: means a published unit of study that forms part of a VET course of study. 4. Third party payment arrangements generally 4.1 SEDA Group may enter into arrangements with third parties for the payment of student fees before the relevant student commences a program, or part way through such a program. Such arrangements are generally, a funding agreement between SEDA Group and the third party. 4.2 Third party arrangements may relate to individual students or to multiple students. 4.3 A third party may coordinate communications and provision of relevant information on behalf of a student or proposed student, but is not permitted to accept any offer on that person s behalf. 4.4 A third party is not permitted to enrol or re-enrol on behalf of a student. 5. Arrangements to which SEDA Group is not a party 5.1 Where an arrangement exists between a student and a third party for payment of student fees, and SEDA Group is not a party to that arrangement, SEDA Group will regard the student as liable for payment of all student fees owed to SEDA Group. 6. Arrangements to which SEDA Group is party 6.1 The Chief Financial Officer (CFO) is responsible for negotiating and managing all third party payment arrangements. The CFO must ensure that agreements for third party payment of student fees specify: 6.1.1 the full and correct name of the third party; including any applicable company or business registration number; 6.1.2 the full name(s) of the students(s) subject to the agreement, or where applicable, the mechanism by which the student(s) subject to the agreement will be identified after enrolment; 6.1.3 a list of all student fees for which the third party is liable; and 6.1.4 where applicable, the full name, position and contact details of the individual responsible for dealing with SEDA group on behalf of the third party. 7. Admission 7.1 Prospective students or applicants subject to third party arrangements must meet all applicable SEDA Group admission requirements. 8. Enrolment Authorised By: General Manager Document control management Uncontrolled when printed Page 2 of 7
8.1 The student is responsible for his or her own enrolment. 8.2 Enrolment may be cancelled or restricted in certain circumstances. These include failure to make required payments or to comply with the terms of a third party payment agreement. 9. Changes to Program 9.1 A student who is subject to a third party arrangement who wishes to vary their Program must notify the SEDA Group Finance Department and the third party of the proposed change. 9.2 The student must provide evidence of the notification to the third party. 10. Termination of third party payment arrangements 10.1 Any unpaid fees (including overdue amounts) will become immediately payable upon termination of the third party payment arrangement. 10.2 If, before a student has completed his or her program; 10.2.1 A third party payment arrangement ceases; or 10.2.2 The relationship between the student and the third party alters in a way which may impact on the third party s continued payment of the agreed student fees, the student must notify the SEDA Group Finance Department as soon as practicable. 10.3 After receiving such a notification, the SEDA Group Finance Department will consult with the student before determining the course of action to be taken in relation to any money owed to SEDA Group. 11. Failure to pay 11.1 If money owed to SEDA Group on account of student fees is not paid by the due date, SEDA Group may do either or both of: 11.1.1 impose sanctions on the student, in accordance with SEDA Group policy; or 11.1.2 commence debt recovery action against the person liable for the outstanding amount(s). 12. Privacy provision of student information to third parties 12.1 SEDA Group will not provide student information, including information about a student s results, to a third party without the student s consent. Authorised By: General Manager Document control management Uncontrolled when printed Page 3 of 7
12.2 The student may provide such consent at the time the third party payment arrangement is established or subsequently. 12.3 The student may revoke any such consent by written notice to the SEDA Group Finance Department. 13. Recordkeeping 13.1 The CFO is responsible for ensuring that appropriate records are created and maintained. 14. Documenting third party arrangements 14.1 Applicants who propose to be subject to third party payment arrangements must provide to the SEDA Group Finance Department a completed Third Party Payment Authorisation for SEDA Group Student Fees Form containing: 14.1.1 the name and relevant contact details for the proposed third party; and 14.1.2 the terms of the proposed arrangement. 14.2 If the applicant wishes to amend an application for admission subject to a third party agreement, the applicant must provide the SEDA Group Finance Department with evidence that the third party has approved the amendment. 14.3 The SEDA Group Finance Department will then check that the amendment is consistent with terms of the arrangement and inform the applicant if it is not. 14.4 All proposed funding agreements must be provided to the SEDA Group Finance Department for approval at the time specified on the relevant Third Party Payment Authorisation for SEDA Group Student Fees Form. 14.5 The SEDA Group Finance Department will consider each proposed funding arrangement and communicate the outcome to the student as soon as practicable. 14.6 The SEDA Group Finance Department will properly record executed original documents and provide copies to the third party. 14.7 Variations to funding agreements must be documented and processed as provided in this clause, in the same manner as new funding agreements. 15. Invoicing and payment 15.1 The SEDA Group Finance Department is responsible for issuing invoices to third parties in accordance with the terms of the relevant agreement. Authorised By: General Manager Document control management Uncontrolled when printed Page 4 of 7
15.2 Invoices issued to third parties will specify: 15.2.1 the amount payable; 15.2.2 the type(s) of fee(s) on account of which the amount is owed; 15.2.3 the due date for payment; 15.2.4 the methods by which payment can be made. 15.3 The SEDA Group Finance Department is responsible for managing the issuing of invoices and receipt of payments. 15.4 Where the third party has agreed to pay some, but not all, of a student s fees, the student will be liable for the remainder and will be invoiced through the SEDA Group Finance Department s normal channels. Authorised By: General Manager Document control management Uncontrolled when printed Page 5 of 7
THIRD PARTY PAYMENT AUTHORISATION FOR SEDA GROUP STUDENT FEES Students are legally liable for all fees and charges associated with their enrolment at SEDA Group, unless an employer or Third Party elects to pay. Authority for Third Party Payment must be made in writing. THIRD PARTY DETAILS (FOR BILLING) Name of individual/entity* Postal Address* Address Line 2 ABN/ACN Number (if applicable) Contact Name* Telephone Number* Fax Number Email* *=Mandatory field AUTHORITY & PURCHASE ORDER DETAILS All enrolment fees (this will include all tuition fees & resource fees for the duration of the student enrolment). Fees to the value of: (please insert total value you wish to contribute). Any fees incurred until: end of current year ; or specified date Click here to enter a date. Purchase order number (if applicable): STUDENT DETAILS This authority is valid for a single student: First Name: Surname: Address: Date of Birth: Click here to enter a date. This authority is valid for the above student and the following additional student: First Name: Surname: Address: Date of Birth: Click here to enter a date. THIRD PARTY PAYMENT AUTHORISATION Acknowledgement and Authority: In signing this payment authority form, the third party acknowledges that they are accepting full responsibility for the payment of all fees and charges relating to the above named student s enrolment at SEDA Group. Any rescindment of this Authority must be provided to SEDA Group in writing and any fee incurred or invoiced prior to this rescindment authority will remain the responsibility of the third party Authorised Person: Position: Authorised By: General Manager Document control management Uncontrolled when printed Page 6 of 7
Signature: Date: Click here to enter a date. STUDENT AUTHORISATION Student Acknowledgement and Authority: In signing this payment form, I acknowledge and accept full responsibility for the payment of all fees and charges relating to my enrolment at SEDA Group. The payment of enrolment fees and charges remain the responsibility of the student in accordance with SEDA Group policies and procedures. I understand my obligations in relation to fees and charges, and that I will be responsible for any outstanding debt, and any charges relating to the recovery of the debt. Student name: Position: Signature: Date: Click here to enter a date. For more information on payment terms etc., please contact SEDA Group on 03 9819 9669. Authorised By: General Manager Document control management Uncontrolled when printed Page 7 of 7