Purpose

To create and maintain a Contract Charge Rate for one or more fees in an individual student's designated Course Attempt and associate Contract Charge Rates with Fee Assessment periods. 

SubSystem

Finance

The institution may agree to assess one or more fees for an individual student at a different Charge Rate than normal. These different rates can be set using this form. Such agreed Contract Rates apply only to particular Course Attempts, and not to institution-wide fees.

If desired, a variety of conditions can further limit the circumstances in which a Contract Rate applies. These include the way in which the course is studied, and the ability to revert to the normal rate if the student is disadvantaged under the contract.

Associating contracts with Fee Assessment Periods ensures that whenever fees are re-assessed for a student during the Fee Assessment Period, the Contract Rate will apply.

A discussion of rates as a component of fee calculation in the assessment routine is given in the Calculations section of the Specialist Overview.

Contracts can also be set for intending students through the Admissions Subsystem, using form ADMF3660, once the applicants have been pre-enrolled in a course or courses. Such Contract Rates are automatically established for the normal course duration at the rate current at the time of proposed Course Commencement. They are displayed, and can be amended, in the current form.

Note that where contracts are established through Admissions, subsequently they may be end-dated automatically by the job ADMJ3850 (Clean Up Unconfirmed Student Course Attempt Process) if the applicant does not confirm Enrolment in the relevant course.

A STUDENT_TODO record of type FEE_RECALC is created when a new contract record is created, a contract rate record is deleted or an existing contract rate record is updated.

The Person block contains:

• Person ID
• Sex
• Date of Birth

  Button

  • Find Person (ADMF1211)

The Student Course Attempt block contains:

• Course Code
• Version Number
• Calendar Type
• Location Code
• Attendance Mode
• Attendance Type
• Course Attempt Status
• Fee Category
• Assess Fees check box
• Currency Code

The Contract Fee Assessment Rate block contains:

• Fee Type (LOV)
• Start Date
• End Date
• Charge Rate
• Fee Contract Type (LOV)
• Currency Code
• Location Code (LOV)
• Attendance Type (LOV)
• Attendance Mode (LOV)
• Lower Normal Rate Override check box
• Manual Override check box
• Comments

  Button

• Contract Calendars (overlay - Fee Category Calendar Instance Contract))
  • Fee Category Type
  • Start Date
  • End Date
  • Fee Category
  • Fee Calendar Status
  • Back button

Rules/Notes:

Validations:

• Contract fee assessment rates can only be set for Fee Types with the system fee type of OTHER, TUITION, VET or VET-TUIT.

• Select the student to whom a Contract Rate applies or will apply, either by entering a known Person ID, or by selecting the button to use the Find Person button (ADMF1211.
• Select the student's relevant Course Attempt from those presented in the Student Course Attempt block. This block also displays:
  • The student's Fee Category for the selected course (shown in ENRF3000).
  • Tthe Currency Code for the category, where this has been recorded in form FINF2800.

Notes:

An ENCUMBERED lamp appears in red if any penalties apply to the student. The nature of the Encumbrance can be seen by accessing the student in the form ENRF6310. (See documentation on Encumbrances.)

Where a Currency Code is not shown, the Contract Rate will be recorded in the Local Currency as specified in form FINF1410.

Any existing contract information is presented in the Contract Fee Assessment Rate block.

Use this block to create or modify a contract for a fee:

• Select a Fee Type from those applicable to the student's Fee Category.
• Enter a Start Date from which the contract is to run.
• Enter the Contract Charge Rate for this fee. This is the rate per element used in the Fee Assessment calculation. For more details, see Calculations in the Specialist Overview.
• Select a Fee Contract Type.
• Click on the Contract Calendars button to access the Fee Category Calendar Instance Contract block and associate the contract with one or more Fee Assessment Periods.

Optionally:

• Enter an End Date to limit the period of a contract.
• Select the Lower Normal Rate Override check box if the rate is to revert to the standard rate (given in form FINF2853) when this is lower than the Contract Rate.
• Select any combination of Location, Attendance Type and Attendance Mode to limit the Contract Rate to a Course Attempt with these attributes. Where not all specified attributes are met, the rate reverts to the standard rate as specified in the Define Fee Assessment Rates form, FINF2853.
• Enter a relevant Comment in the field provided.

The Currency Code, if shown, is for information only. 

The Manual Override check box indicates if the contract has been manually overridden.

Notes:

Contract Rates cannot be established for fees

• With a System Fee Type of HECS.
• With a System Fee Type of GRADUATION.
• A System Fee Trigger Category of INSTITUTN.

Contract rates cannot be recorded against a student course attempt which has a Govt Course Cohort defined with a date range that overlaps with the date range of the proposed contract rate.

Location Code is specified in the Organisational Structure Subsystem (ORGF0131).

Attendance Mode and Attendance Type are specified in the Course Structure & Planning Subsystem (CRSF1160, CRSF1170).

The Contract Rate will apply whenever fees for a student are re-assessed.

The assessment routine either derives a Student's Course Attempt attributes from an examination of enrolled units in the relevant fee period, or uses the attributes nominated by the student at the time of admission or unconfirmed enrolment. In determining applicable Contract Rates, course attributes in this form are matched to:

• Nominated Student Course Attempt attributes where the assessment is predictive (the student is not currently enrolled for the Fee Calendar Instance concerned).
• Derived Student Course Attempt attributes for enrolled students.

If a contract record is deleted, the rate will revert to the standard rate should the student be reassessed, though a history of the contract will be kept.

A Fee Contract Type can only be selected if it has a closed indicator value of N.

Any changes to the contract will cause the Manual Override check box to be set to Y if it was N.

A lamp will indicate that a student is sponsored for a fee during the dates displayed if the sponsorship period overlaps the contract period and the period when the fee liability applies.

A lamp will indicate whether a contract fee assessment rate was created manually (MANUAL) or by the system (SYSTEM).

A 'CHANGED FEE CATEGORY' lamp is displayed when the Fee Category value of the context student Course Attempt record is different to the Fee Category value of the Fee Category Calendar Instance Contact (overlay) record.

Use the Fee Category Calendar Instance Contract block to associate the selected Contract Fee Assessment Rate with Fee Assessment Periods.

Select a Fee Assessment Period from the Fee Calendar Category Instance Contract LOV. This LOV contains Fee Assessment Periods that have been setup in Callista and fall fully or partially within the Contract Rate Start and End Dates.

Notes:

When a Fee Assessment process is attempting to determine the Contract Rate, it will attempt to match a FCCIC record that covers the effective date of the assessment.

If the effective date for running a Fee Assessment falls outside the period specified for the contract AND:

• No Fee Category Calendar Instance Contract records are defined for the Contract Fee Assessment Rate; or
• The existing Fee Category Calendar Instance Contract records do not cover the Fee Assessment Effective Date

then, the Contract Rate Start and End Dates are used to determine the Fee Assessment Rate for a particular Fee Type. The 'Normal' rate defined for a particular Fee Type will be applied and not the Contract Rate if the Fee Assessment Effective Date falls outside the Start and End Date range.

A warning is displayed on exit from this form if no Fee Assessment Periods have been defined for a contract.

The Effect of FCCIC records on the Derivation of Contract Rates

Where no Fee Category Calendar Instance Contracts (FCCIC) are recorded, only those fees
whose fee period falls within the date range of the Contract Period will be assessed at the contract rate.
(Fee Period date range = Fee Calendar instance Start Date >Fee Calendar instance End Date)

Where any Fee Category Calendar Instance Contracts are recorded, these will all be assessed at the contract rate regardless of where their date ranges lie relative to the contract period.