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Child Care Fees Overdue Procedures

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Section 1 - Overview

(1) The University recognises that families may experience financial difficulties during the period of their child's enrolment and are encouraged to discuss any difficulty that may impact on their timely payment of fees. These Procedures outline the steps the University will undertake when an account becomes overdue.

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Section 2 - Scope

(2) These Procedures apply to staff of the University's childcare service, UNE Life , and the University’s Financial Services Directorate (FSD).

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Section 3 - Procedures

Overdue accounts

(3) In accordance with the Child Care Fees Rule the University reserves the right to cancel a child's enrolment where fees are overdue and steps below have not resulted in the respective account being brought out of arrears.  The parent/carer will be given all opportunity to bring their account current and are encouraged to contact the Financial Services Directorate Directorate to discuss any difficulties in making payments.  If an account remains in arrears, the University reserves the right to cancel a child’s enrolment and will provide the relevant parent/carer 48hrs notice of this action..  

Steps Overdue Action Responsible party
1 Dishonoured Direct Debit Where a dishonoured direct debit occurs, parents/carers will be notified electronically by the direct debit service provider.  Contact with the parent/carer will be made by the Financial Services Directorate, and a retry of the direct debit will be made within 24hrs of the notification. Financial Services Directorate
2 Second Dishonoured Direct Debit After consultation and direction from the Director Yarm Gwanga and the nominated Approved Provider representative, formal written contact will be made with the parent/carer requesting immediate payment of the outstanding balance.  Financial Services will consult with the Director Yarm Gwanga and the nominated Approved Provider representative in regards to the standard wording to be given to families in the formal written contact. Financial Services Directorate
3 Cancellation of Enrolment After further consultation and direction from the Director Yarm Gwanga and the nominated Approved Provider representative a parent/carer will be given official notice of a cancellation of enrolment.  Financial Services Directorate will consult with the Director Yarm Gwanga and the nominated Approved Provider representative in regards to the standard wording to be given to families in the official notice of cancellation. On cancellation, the deposit provided by the parent/carer at enrolment will be forfeited to cover any outstanding fees.  Where the relevant parent/carer is a UNE student, any further outstanding fees will be included as an encumbrance on their UNE student financial account. Financial Services Directorate

(4) A family may approach the Director of the service and advise the Director if they are experiencing financial hardship. The Director can discuss with the family if their circumstances meet the requirements for additional Child Care Subsidy entitlements. The director will advise Financial Services Directorate if changes are to occur to a families fees. 

Authority and Compliance

(5) Procedure Administrator, pursuant to the University's Child Care Fees Rule, makes these Procedures.

(6) All University Representatives must observe these Procedures in relation to University matters.

(7) The Procedure operates as and from the Effective Date.

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Section 4 - Definitions

(8) Effective Date means the date on which these Procedures will take effect.

(9) Overdue account means an account where the amount owing remains unpaid one day after the due date.

(10) Parent, as defined in the National Law (NSW), in relation to a child, includes:

  1. a guardian of the child; and
  2. a person who has parental responsibility for the child under a decision or order of a court.

(11) Procedure Administrator is the nominated Approved Provider representative.

(12) Student means an Admitted Student or an Enrolled Student, at the relevant time.

  1. Admitted student means a student who has been admitted to a UNE course of study and who is entitled to enrol in a unit of study or who has completed all of the units in the UNE course of study.
  2. Enrolled student means a student who is enrolled in a unit of study at UNE.

(13) UNE Act means the University of New England Act 1993.

(14) University Representative means a University employee (casual, fixed term and permanent) contractor, agent, appointee, UNE Council member, adjunct, visiting academic and any other person engaged by the University to undertake some activity for or on behalf of the University. It includes corporations and other bodies falling into one or more of these categories.