PhD, Master s Thesis, and Dissertation Students

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1 Financial and Enrolment Information PhD, Master s Thesis, and Dissertation Students

2

3 Financial and Enrolment information PhD, Master s Thesis, and Dissertation Students This guide is to help you navigate your way through the various enrolment and fee scenarios you may encounter during your postgraduate study at UC. Every effort has been taken to ensure that the information contained in this booklet is accurate at the time of printing, but if any discrepancies do occur, then the official policy or regulation takes precedence. If you are in any doubt, or need something clarified, please seek assistance from an Enrolments staff member in the Student Services Centre. 1. When to Enrol Whether this is your first enrolment or you are re-enrolling, you must complete an Application to Enrol every year. To become officially enrolled you must also: Formally accept your Enrolment Offer; Agree to the enrolment declaration; Pay your fees. Instructions on how to complete this process and the available methods of payment will be included with the Enrolment Offer. If you receive an Enrolment Offer and want to make changes to it, you should contact an Enrolments Advisor in the Student Services Centre. All international students you need to come into Student Services to re-enrol each year. This is irrespective of whether this is your first enrolment or you are re-enrolling as we are required to check and update your visa and insurance details. 1.1 New students New PhD students can enrol at any time. Application forms are available online from shtml. Your application will be approved by the Dean of Postgraduate research. New Masters Thesis students can enrol at any time. Each College has their own application form, so please visit either the College Office or go to their website to download their form. Your application will be approved by the Academic Manager of the College you are applying to. New Dissertation students need to enrol before the start of your first taught course. Your start dates will be one of either: 01 March or 01 August or An approved start date assigned by the College Office You can enrol online through canterbury.ac.nz. Your application will be approved by the Head of Department within the College you are applying to. 1.2 Continuing Students Continuing PhD enrolment will be initiated by the Enrolments team. Your re-enrolment information will be ed to you at least one month prior to your anniversary date. Masters Thesis students need to initiate the re-enrolment process themselves, and can do this online through ac.nz/ucsms/login.aspx or phoning the Contact Centre on You should start the re-enrolment process at least one month before your re-enrolment is due. 3

4 If you have not completed your re-enrolment within four weeks of your annual enrolment date you may either have your enrolment terminated or lose access to your student , ICTS services and the Library. 1.3 Late Enrolment Any request for late enrolment needs approval from the Dean of Postgraduate Research, or the Academic Manager of the relevant College. There is no charge for late enrolment for PhD or Masters Thesis students. Dissertation students who do not apply to enrol until after their first taught course starts will be charged a Late Application Fee. 1.4 Full and Part-time enrolment Enquiries regarding part-time enrolment should be directed to either the Postgraduate Office for PhD students or to the Academic Manager of the relevant College office for Masters Thesis students. A full-time thesis has a course weighting of 1.00 EFTS. A part-time thesis has a course weighting of.650 EFTS. i.e. you pay 65% of the full-time fee. All Dissertation students are required to enrol for a 52 week period. Part time enrolment is not available to Dissertation students. 2. Making changes to your enrolment If you want to change the official start date of your thesis, approval from the Dean of Postgraduate Research will be required. If you wish to change from Full to Part time study during your enrolment period, approval from the Dean of Postgraduate Research will be required. If you want to enrol for other courses, this is best done after your thesis enrolment has been completed. However, some Masters qualifications require that course work is completed prior to the thesis. Add the additional courses through aspx or by phoning the Contact Centre on You will be charged for the extra courses. Where PhD students are required to complete specific courses as part of their candidature, fees will be paid by the department. If International PhD students wish to undertake other coursework (outside of canditature) International fees will be charged for these courses. StudyLink requires that a one year enrolment is limited to 52 weeks only. An adjustment to your thesis dates may be required to fit within these parameters. 2.1 Suspensions from thesis This option is not available to Dissertation Students. Suspensions from a thesis can only start from an officially approved date (this is the one you negotiated with the College or Dean). They will be approved for a minimum period of one month, and are granted for whole months only. A suspension from study may impact on your Student Allowance or Student Loan. It is your responsibility to discuss this separately with StudyLink. International students should contact Enrolments, Student Services Centre to discuss their visa situation before applying for a suspension of their studies. 4

5 If a suspension is applied for in advance, your tuition fees will be refunded for whole months only, for the duration of the suspension. This will also apply to the Student Services Levy. A retrospective suspension from a thesis is granted for academic purposes only and does not entitle you to any refund of tuition fees for that period. If an extension is subsequently granted to a retrospective suspension, a refund of fees may be applied to the extended part of the suspension period i.e. the future portion only. This will also apply to the Student Services Levy. 2.2 Studying Off-shore Students who are New Zealand citizens may be enrolled on a full- or part-time basis and will pay domestic fees regardless of whether they reside in New Zealand or not. International students who undertake study off shore may study for a cumulative period of no more than 12 months study over the course of their enrolment tenure, without incurring international fees. If you do study off-shore for more than 12 months, the international fee component will take effect from the date at which your overseas component exceeds 12 months. If you choose not to re-enrol and return at a later date having decided to submit your thesis you will need to apply for permission to re-enrol from the Dean of Postgraduate Research or College Office if no progress reports have been submitted during this time. 3.1 Early Submission You may submit your thesis at any time. The minimum periods of enrolment are: 2 years at full-time or 3 years at part-time for PhD; 1 year at full-time or 2 years at part-time for Masters thesis If you submit before the minimum period there is NO provision for a part-refund of tuition fees. If you submit after the minimum period you will be eligible for a part-refund of tuition fees. This will be applied from the corresponding anniversary date from the month following your submission, until the end of your enrolment period. For example, if your anniversary date is the 25 th June, and you submit on the 5 th of February (before your anniversary date) you will receive a refund 20 days later on the 25 th February for the months from 25 February through to June. 3. Submission of a Thesis Submission of a Thesis marks the end of your enrolment. You submit your thesis to the Postgraduate Office. They cannot accept your thesis if you are not currently enrolled or if you have any outstanding financial obligations with the University. If there are any problems with this, the Enrolments team will contact you and help you resolve any outstanding matters. 5

6 3.2 Academic Extensions / Revisions of Thesis If you find you are unable to submit on or before the due date of your thesis (this is the date you have agreed to with your supervisor), you may apply for an academic extension. This will need to be approved by the Dean of Postgraduate Research or the Academic Manager of the appropriate College. If you are required to make revisions to your Thesis you may also receive an academic extension. An academic extension does not waive the requirement to enrol and pay fees, and unless you re-enrol for the extended period, you will no longer be eligible for Student Allowance or Student Loan. Nor does an academic extension result in an extension of scholarship funding. Re-submission of a thesis may require re-enrolment for a period of time determined by the Dean of Postgraduate Research. 3.3 Grace Period Thesis students are allowed one month s grace (for tuition fees only) at the end of the enrolment period. The grace period will not be extended beyond the final thesis submission dates. Academic deadlines for submission still apply. The two periods of grace for which fees can be exempt are: One month after anniversary of enrolment One month after a quarterly fees option (see below) 3.4 Post Submission Enrolment Following submission of thesis, Phd students can be enrolled for a further six months. This is to retain access until the date of the Defense. No Tuition fees or Student Services Levy will apply. Students can opt out of this enrolment offer. 4. Fees There are two types of compulsory fees tuition fees and non-tuition fees. Compulsory fees can be added to the NZ Student Loan. International PhD students pay the domestic rate if they are studying full time in NZ. Fees are charged from the annual enrolment date of each student. 4.1 Tuition fees You can find up to date fees online through the Fees Estimator at info/mygetcourses.aspx There is no cap on tuition fees and you will be charged for any additional papers you might take Quarterly Fees (Thesis students only) Thesis students who have completed their minimum enrolment period and are intending to submit their thesis months before the next enrolment anniversary date, and want to avoid paying up front a full year s tuition fee, may request a shorter enrolment period for a block of three, six or nine months. 6

7 The minimum enrolment period is: 2 years at full-time or 3 years at part-time for PhD; 1 year at full-time or 2 years at part-time for Masters thesis A letter or from your Supervisor confirming your new expected date of submission will be required. International students will be contacted by the Enrolments team regarding any changes to their visa conditions. There is NO provision for a part-refund of tuition fees if you submit before the minimum period of enrolment. The month of grace will apply at the end of the approved quarterly enrolment period. However, if this period is then extended to the balance of the year, the month of grace will not apply until the end of the year. The Quarterly Fee option does not apply to Dissertation students. 4.2 Non Tuition Fees Student Services Levy The Student Services Levy is an annual fee payable by all students. This Levy includes the Student ID Card, which is valid for 5 years. If you lose your card there is a charge for replacing it. Postgraduate students who are approved an extension will be charged the corresponding monthly rate. Postgraduate research students who live remotely are eligible for a rebate on their Student Services Levy if you can provide a letter (or to from your Supervisor of Studies (which includes their name and contact number) confirming your study location and residential address, and the length of period you are not studying on campus Administration Fee This is a compulsory fee which all students are charged. Students will be eligible for a prompt payment discount if enrolled by the Offer Expiry Date which is on the top of the Enrolment Offer. The current discount is 100%, therefore, if you enrol by the end of your first official course start date, you will avoid paying this fee. Acceptance of your Enrolment Offer indicating Loan as your payment method is deemed to be a suitable arrangement. If you are not fully enrolled by the Offer Expiry Date you will be liable for the Administration Fee. If paying by Student Loan, this fee will be added to the loan. 5. Payment methods In person/by Mail (Credit Card, or EFTPOS) Online (Visa/Mastercard only) Other Agent (Staff fee waiver, Scholarship, Sponsorship) Full payment Student Loan Part Student Loan/Part other payment method There is no provision for payment by instalments. 5.1 Staff Waiver Continuing members of staff and Post-Doctoral Fellows, whether full-time or part-time, may apply to be exempt from payment of tuition fees for approved courses taken at this University. This Policy does not apply to staff who are not on a Continuing Contract. Applications for Waiver of Fees must be made on the standard form found on the HR Website. This form, once completed and approved, should be sent to the Accounts Receivable Officer in the Student Services Centre. To facilitate the enrolment process, this should be completed prior to enrolment. 7

8 5.2 Payment by Scholarship For students whose fees are being paid by scholarship, the scholarship amount will be applied against your tuition fees. The end of a Scholarship does not always relate to your enrolment/fee payment period. For some scholarships, the entitlement period may be less than the full enrolment period, and you will be invoiced for the difference. In these cases you will be asked to provide an additional method of payment to remain enrolled for the full enrolment period. Note: Most Scholarships are for Tuition Fees only and do not cover the compulsory Student Services Levy. 5.3 Student Loans Student Loans are administered by StudyLink. They process all applications and advise students from the National Student Services Centre in Palmerston North. Information Booklets and Application forms are available through the website or freephone The University of Canterbury is not involved in the administration of the loan scheme except to directly confirm with StudyLink your study details and length of course. It is your responsibility to advise StudyLink of the correct start date for your programme of study before completing enrolment. For every subsequent year you re-enrol, StudyLink expect you to apply for a new contract. It pays to do this in advance of your re-enrolment. You cannot apply for a Student Loan retrospectively to pay your fees once your thesis has been completed. 6. Refunds 6.1 A refund is available for all students who withdraw from a complete course of study. Any PhD withdrawal needs to be approved by the Dean of Postgraduate Research and any Masters thesis withdrawal requires approval from the appropriate College. A refund of fees will apply from the effective date of Withdrawal, providing this is within the current Financial year. Refunds are approved for whole months only. 6.2 PhD students who withdraw from their studies prior to submitting their PhD registration (six months past enrolment) or who do not have their PhD registration approved, will be reimbursed the balance of the tuition fees paid in advance, from the date of withdrawal/termination. 6.3 PhD and Masters Thesis students who have completed the minimum period of enrolment and all required course work, and who have re-enrolled to complete their thesis, are entitled to a refund of tuition fees and SSL paid for the period from your anniversary date following submission until the end of your enrolment period. (Refer to the example in 3.1 to see how this works.) All refunds are sent back to the original source from which the tuition was funded. If payment was made by Student Loan any refund will be returned to the Loan Account. If payment was made by Scholarship any refund will be returned to the Scholarship account. 8

9 6.4 Late Applications for Refunds The only applications for refund or remission of tuition fees that will be considered after two weeks from the official start date will be those arising from: i. Medical reasons (normally complete withdrawal only). A medical certificate must be supplied. ii. Exceptional circumstances (not of the student s making). Independent evidence must be supplied. Applications for refund or remission under category (i) or (ii) must be made in writing to Enrolments, Student Services Centre. Applications must be made within the relevant 52 week enrolment period. If a medical/special refund is approved, the maximum amount is 50% of the compulsory fees (tuition and Student Services Levy). 7. Useful Contacts Student Services Centre Enrolments/Fees Extn 8931 or 6779 Finance Accounts Receivable Extn 4116 PhD Academic Queries Postgraduate Coordinator Extn 8978 Direct Line Dean of Postgraduate Research Extn

10 Appendix Related Policies Financial and Enrolment Information PhD Students, Masters Thesis, and Dissertation Students Student Services Levy Enrolment and Fees Policies and Regulations A D Refunds After Due Date Policy Masters Thesis Work Policy and Guidelines PhD Regulations and Guidelines Discontinuation and or Backdating After Due Date Approval of PhD Subjects See also The Fees Schedule of the University Regulations which has the most up to date fees and fee bands: regulations/general/enrolment_fees_regs_ fees_schedule.shtml Course information system for list of courses: Fees Estimator: courseinfo/mygetcourses.aspx StudyLink: How to pay your Fees: fees-and-funding/pay-your-fees/ 10

11 11

12 For more information about study options contact the University of Canterbury Contact Centre on: Freephone: 0800 VARSITY ( ) in New Zealand T: (external) E: University of Canterbury Te Whare Wānanga o Waitaha Private Bag 4800 Christchurch 8140 New Zealand

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