(1) Charles Darwin University (‘the University’, ‘CDU’) is committed to the effective management and recovery of debts, whilst maintaining a fair, consistent and accountable approach to quality service. (2) Debts will be reviewed on a regular basis to determine the most appropriate debt recovery action in accordance with the Student Debtors Procedure, which outlines the timely and efficient administration of outstanding general debtors. (3) This document provides a consistent approach and standard to the University’s student debt management and collection decisions for student debtors. (4) This policy applies to all organisational units and employees authorised with invoicing and recovery of student debts. (5) This policy does not apply to general debtors who are subject to the Debtors Policy and Debtors Procedure. (6) Student debt includes overdue or unpaid: (7) In order to minimise risk to the University, the management and recovery of student debts shall be managed with effective invoicing and debt collection processes that are simple to administer and cost effective using the following guiding principles: (8) The University’s standard credit arrangement is that payments are due within thirty (30) days of a general invoice date or in the case of an Enrolment and Fee Advice – Invoice: (9) If a student enrols after the due date, fees are due within 24 hours of the enrolment being processed. (10) Responsibility for the management and recovery of student debts will be in accordance with the Student Debtors Procedure. (11) The University will maintain full and accurate records of all recovery actions and communications with student concerning outstanding fees and fines. (12) The University may use an external debt collection agency to recover outstanding payments from students. Costs associated with the recovery of debt will be borne by the student. (13) Student Finance will provide for doubtful debts where the invoice is still outstanding. Student Finance will exhaust all avenues for debt recovery of outstanding invoices for two (2) years, prior to making recommendations for the debt to be written-off. (14) A student who believes that their debt has not been managed in accordance with this policy can submit a complaint in accordance with the Complaints Policy - Students. (15) Non-compliance with Governance Documents is considered a breach of the Code of Conduct - Employees or the Code of Conduct - Students, as applicable, and is treated seriously by the University. Reports of concerns about non-compliance will be managed in accordance with the applicable disciplinary procedures outlined in the Charles Darwin University and Union Enterprise Agreement 2022 and the Code of Conduct - Students. (16) Complaints may be raised in accordance with the Complaints and Grievance Policy and Procedure - Employees and Complaints Policy - Students. (17) All staff members have an individual responsibility to raise any suspicion, allegation or report of fraud or corruption in accordance with the Fraud and Corruption Control Policy and Whistleblower Reporting (Improper Conduct) Procedure.Student Debtors Policy
Section 1 - Preamble
Section 2 - Purpose
Section 3 - Scope
Section 4 - Policy
Principles
Credit Terms
Commencing students
Continuing students*
Higher education domestic
By census date for each enrolled teaching period.
Higher education international
The first day of classes for the first enrolled teaching period.
By census date for each enrolled teaching period.
VET domestic
Within fourteen (14) days of classes commencing for each enrolled teaching period.
VET international
The first day of classes for the first enrolled teaching period.
Within fourteen (14) days of classes commencing for each enrolled teaching period.
Debt Recovery Management
Complaints
Section 5 - Non-Compliance
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* For the purposes of Enrolment and Fee Advice due dates, continuing students includes students who are transitioning to the next course in a package or transferring courses after having completed at least 10 credit points in a CDU course.