Unit Enrolment - BST Enrolment Regulations
Although the college assists students as much as possible, it is the responsibility of students to ensure that they are correctly enrolled in the course they are completing. It is also the responsibility of the student to ensure that sufficient credit points in the appropriate categories of units have been accumulated to qualify for graduation. Course requirements, procedures and dates are set out in the current ACT manual. The BST office handles ACT enrolments. If you have any questions or need assistance completing the form, please see the Registrar. The student’s personal record should be checked against the official college record to ensure that there are no discrepancies. Enrolments can be looked up on TAMS. If you have any queries, consult with the Registrar.
Continuing students are required to lodge their unit enrolment form with the college office by the last teaching day of semester for the following semester. Students are advised to retain a copy of their enrolment form for their personal record. A transcript of official results is issued by the ACT at the end of each semester, and should be retained by the student as a permanent record of work completed. Students will receive the unit enrolment form via email. Enrolment forms are also available from the BST office and on Moodle. It is also important that you discuss your unit selection with your college mentor or with the Academic Dean. Your mentor needs to sign your form. Enrolment forms will not be processed if there are outstanding fees for the semester.
Commencing students are required to lodge their enrolment form with the college office at the beginning of their studies. This usually happens during orientation after consultation with a faculty member and the Registrar. A faculty member or the Registrar needs to sign the form. Students are advised to retain a copy of their enrolment form for their personal record. A transcript of official results is issued by the ACT at the end of each semester, and should be retained by the student as a permanent record of work completed.
Full or Part-Time Student Status
Full-time status is normally enrolment in 16 credit points (normally 4 units) with a minimum of 12 credit points (3 units) per semester. No more than 20 credit points (5 units) per semester can be undertaken. Students will normally be considered as enrolled in a unit when they register for that unit with the ACT.
In the case of incomplete practical units, for the purpose of determining full or part-time status, the student will be deemed to have enrolled in the unit for the semester in which they first attempt it, and not in the subsequent semester in which they complete outstanding assessment.
In the case of units taught over two semesters (e.g. Field Education), for purposes of determining full or part-time status, normally the student will be deemed to have enrolled for half the unit in each of the two semesters (usually two credit points per semester), even though the ACT enrolment is in the first semester.
The college does not encourage students to enrol for units at other theological institutions for the duration of their program at BST. The college strongly believes that it is important in terms of ministry formation that students study and grow within the context of their local learning community. Likewise, the college does not encourage students from other theological institutions to enrol for units at BST.
Since the college is an independent and private educational institution it does not receive any funding from the government or church denominations. Most of its operational funding is derived from student tuition and accommodation fees. Through the payment of fees students fund their own theological education as well as support the ministry of the college. In order to operate professionally and efficiently, the college takes its financial obligations and operations seriously.
Payment of Fees
Fees are payable in advance. Fees for full-time and part-time students should be paid by the Friday of the SECOND week of each semester. If fees have not been paid by the due dates, then students will be required to apply for FEE-HELP.
Graduating students will not be able to graduate unless they have fulfilled all financial and other obligations to the college. Continuing students will not be permitted to enrol for studies in a new semester unless they have fulfilled all financial and other obligations to the college for the previous semester.
In general, the college does not have a system of bursaries, scholarships or other forms of financial aid for students. Students must make their own arrangements to ensure payment of tuition fees, accommodation and board are made on time. On some occasions the college may provide financial assistance to students in particular financial need. Eligible students may be able to obtain financial assistance from the Commonwealth Government such as Youth Allowance, Austudy and FEE-HELP. Students will need to make contact with Centrelink to apply for assistance (www.humanservices.gov.au/customer/dhs/centrelink).
For fee concessions refer to the Fee Schedule 2015.
A Commonwealth Government loan scheme (FEE-HELP) is available for eligible students to pay for their tuition fees where they are studying with an approved Higher Education Provider (HEP). As BST is approved to deliver ACT courses, students may be able to access FEE-HELP to pay for tuition fees they are enrolled in. Please refer to the website www.studyassist.gov.au, and complete the FEE-HELP booklet available in the BST library or from the Registrar.
Procedures for applying for FEE-HELP:
- Complete the BST unit enrolment form.
- Ensure that you read the current “FEE-HELP Information Booklet” which is available from the BST Office.
- Complete “Request for FEE-HELP assistance” form, to be handed to the BST office during Orientation week or at the very latest by the Administration date (see appendix). These will be handed out during Orientation and are also available at the BST office.
- Once a FEE-HELP form is completed by the student and submitted to BST, BST will send the Request for FEE-HELP assistance form to the ACT.
- CHESSN (Commonwealth Higher Education Student Support Number) will be issued.
- Tuition fees can be paid to BST at any time. The FEE-HELP debt will be calculated using only amounts outstanding as at the census date (March 31 & August 31 for semester length units; refer to the Registrar for census dates for units taught in intensive mode).
- You can obtain FEE-HELP for all tuition costs, for one or two units or for part of the tuition cost for a unit.
- The amount of Tuition fees outstanding on census date (March 31 & August 31 for semester length units; refer to appendix for census dates for units taught in intensive mode) will charged against your FEE-HELP available balance.
- The ACT will issue a Commonwealth Assistance Notice advising FEE-HELP debt for the Semester.
- Voluntary payments may be made on a FEE-HELP debt. A 5% bonus is given on payments of $500 or more.
- Written advice is essential for withdrawal from FEE-HELP. “Variation of Enrolment Form” available from the BST office should be completed and handed to the Registrar.
- See Withdrawal from Units for information regarding liability for payment and procedure.
If a student is entitled to an amount of FEE-HELP assistance the Commonwealth must lend to the student the amount of FEE-HELP assistance (i.e. give the student a debt for that amount), and pay the amount lent to the ACT in discharge of the student’s liability to pay his or her tuition fee.
If the ACT re-credits a student’s FEE-HELP balance, the ACT must pay to the Commonwealth an amount equal to the amount of FEE-HELP assistance to which the student was entitled.
ACT Re-crediting FEE-HELP POLICY
Please refer to the ACT policy here.
Payment of Fees by Students Eligible for FEE-HELP who do not choose FEE-HELP
Fees for full-time and part-time students should be paid in total and upfront by the end of the SECOND week of each semester. Student Council Fees and ID Cards Fees will be included on a separate invoice for each semester.
If fees have not been paid by the due dates, students will be required to apply for FEE-HELP. There is no provision for students to pay accounts in instalments.
Students withdrawing from units or a course should complete the “Variation of Enrolment Form” available from the BST office. The date of withdrawal will be deemed as the date the ACT Academic Administrator receives notification of withdrawal. The Registrar at BST must receive the written notification by close of business at the administration or census dates. Students will be required to pay full tuition fees if they do not notify the college office of intention to withdraw even if they have not attended lectures.
Liability for fees for FEE-HELP students is as listed below:
Withdrawal from units (see Variation of Enrolment in the appendix).
Withdrawal from units
Prior to Administration Date
No fee applies
After Administration Date
$150 per unit
After Census Date
Full liability for fees
For full-fee paying students, generally refunds will be paid within 4 weeks of the date of the receipt of written notification by the student of their decision to withdraw from the unit/course provided that they comply with administration/census dates. Other fees (e.g. facilities fees) will not be refunded.
Full-Time Students Not Eligible for FEE-HELP
a) Permanent Residents
Full-time students who do not qualify for FEE-HELP are required to pay tuition fees up-front in full for each semester by the Administration Date. Where students are experiencing financial hardship and are unable to qualify for FEE-HELP, they may be able to make arrangements for the payment of fees on instalments. You will need to discuss this with the Finance Officer.
b) Students on an Overseas Student Visa
This policy has been developed in accordance with Section 28(1) of the ESOS Act 2000 and the National Code 2007. Health Cover Fees is payable prior to the commencement of your course. Any accommodation costs, where provided on our campus, is payable one month in advance.
c) Payment in Advance
Overseas students are required to pay their tuition fees up-front in full for the first half-year of study (16cps), unless other arrangements have been agreed to in writing through the Registrar.
d) Refund Policy
The Refund Policy applies to overseas students who have paid their tuition fees in advance. All refunds will be paid to the person who paid the fees, unless written authority to pay another person is received, generally by cheque in Australian currency. If the overseas student has paid the amount personally, a refund may be paid in cash, with prior arrangement with the office. If fees were paid in a currency other than Australian currency then fees will be refunded in that currency, unless this is impractical.
Late Payment of Fees
If students are unable to meet their obligations regarding payment of fees they must make an appointment to see the Registrar immediately to discuss the matter.
Graduating students will not be able to graduate unless all financial and other obligations have been finalised. If students have not met all their Work Prac commitments they will be charged for the outstanding time. Outstanding Work Prac hours will be billed at $10 per hour. A Work Prac day is deemed to be 6 hours.
Only in special circumstances will students be permitted to graduate upon the signing of a statement with respect to outstanding amounts and the finalisation of the account. In such cases the college will hold Certificates until all outstanding accounts are paid. Continuing students will not be permitted to register for studies in a new semester unless all fees and outstanding Work Prac commitments from the previous semester have been finalised.
ACT Regulations and Declaration
Overseas Students: “The information provided by overseas students to the provider (the Australian College of Theology) may be made available to Commonwealth and State agencies and the Fund Manager of the Educational Services for Overseas Students (ESOS) Assurance Fund, pursuant to obligations under the ESOS Act 2000 and the National Code; and the provider is required, under section 19 of the ESOS Act 2000, to tell the Department about: (i) certain changes to the student’s enrolment; and (ii) any breach by the student of a student visa condition relating to attendance or satisfactory academic performance”. By signing this form I acknowledge that I have read, understand and accept the ACTh Refund Policy and Agreement for Overseas Students.
Variation of Enrolment: Students who wish to vary their enrolment by addition of or withdrawal from a unit should consult student information distributed by their college for the critical dates that apply to that unit and the procedure to use to apply for a variation. After the Administrative Date and up to the Census Date of a unit, a Variation of Enrolment Fee applies. Withdrawal from a unit after the Withdrawal Date will normally attract a fail (FW) grade. [For more information, see http://www.actheology.edu.au/students_enrol.php > Variation of Enrolment]
Closing dates for application: An application for enrolment in a unit lodged after the Administrative Date for the unit shall be subject to the Variation of Enrolment Fee.
Re-crediting FEE-HELP balance: Candidates who withdraw after the census dates and wish to apply for re-crediting of their FEE-HELP balance must apply in writing to the Academic Administrator of the Australian College of Theology. A copy of the regulations for re-crediting FEE-HELP balances can be found on the Australian College of Theology website www.actheology.edu.au/policies.php.
I have read the regulations and certify that to the best of my knowledge the enclosed details are correct. I understand that my personal information will be stored by the Department of Employment, Education and Workplace Relations (DEEWR) in order to administer my FEE-HELP assistance. I understand that: the information on this form is collected for program administration purposes, including the viewing of graduate survey data by relevant parties such as Graduate Careers Australia. Authority to collect this information is contained in the Higher Education Support Act 2003; information may be shared between the Australian Taxation Office, DEEWR and the Department of Immigration and Citizenship; and information may not otherwise be disclosed without my consent unless authorised or required by law. I understand that my information may be sent to Graduate Careers Australia for the purpose of surveying graduates through the Australian Graduate Survey, and not on-sold to any provider. I understand that my information may be sent to software vendors in order to access software relevant to my course at reduced rates, and not on-sold to any provider. Graduates’ names are published on the ACT website and handbooks. I understand that I may request for my name not to be published. By enrolling in this accredited course of study I declare my intention to complete this course of study (not applicable to students enrolling in cross-institutional enrolments or non-award studies). I understand that giving false or misleading information is a serious offence under the Criminal Code.