Sponsors are individuals or organisations that agree to make a payment of all or some of a student's fees for a course. This form is used to assign Sponsors to Student Course Attempts and to maintain those Sponsorship records.

Sponsors can undertake to pay (in part or in full) all fees pertaining to a Course Attempt within specified Fee Periods. Sponsorship can also be defined at other levels. i.e. Fee Period, Fee Type and Unit Attempt levels. Dollar limits and Percentage Contributions can be defined at each of these levels. For example, a Sponsor may agree to pay 75% of a student's Tuition Fee, but not contribute to their General Service Fee.

Before Sponsors can be assigned in this form, they must be recorded in the form FINF4100.

Sponsorships can also be cancelled and deleted in this form.

Methods of Sponsorship:

• Sponsors can undertake to pay all or a proportion of every fee for which a student is liable in specified periods of a Course Attempt. This is achieved by entering details in the Student Course Attempt Fee Sponsorship and Fee Category Calendar Instance Sponsorship blocks only.
• Sponsors can also undertake to pay only specific fees (in part or in full) for the Course Attempt and specified period. This is achieved by additionally entering details in the Fee Liability Sponsorship block.

Priority

Student fees are processed in the following order when it comes to sponsorships:

1. Sponsor Priority
2. System Fee Type in following order:
   • Tuition Fees with Loan Scheme
   • Tuition Fees without Loan Scheme
   • COMMSUPPORT
   • OTHER e.g. SAAF
   • VET
   • Graduation
   • Advanced Standing
3. Fee Type code asc
4. Due Date asc
5. Unit Code asc

The Sponsor Priority value (set at the SCA level in FINF4300) overrides other the priorities that control the order in which sponsorships are dealt with by the Person Payment Schedule (PPS) process. 

Timing

Sponsorships must be linked to Fee Periods in this form. Once active, the Sponsorship applies to relevant fees for which a Sponsored student is liable throughout the Fee Period. This includes debt that has already been notified if Sponsorship details are added after an assessment cycle for the period has begun. In this situation, the Sponsor's liability is calculated when a relevant student is next re-assessed (by running FINJ3500 or FINJ3001) and their Person Payment Schedule amended (by running FINJ6111). The student's liability is adjusted accordingly.

It is also possible, where exceptional circumstances dictate, to retrospectively apply a Sponsorship to a student's records for a previous Fee Period. This can be done as long as the relevant student can be re-assessed and new schedules created for that period - that is, the Retro Date has not passed and the period has not been finalised.

Ending Sponsorship

Sponsorships can expire or be cancelled using this form.
The Expire Fee Sponsorship job (FINJ4430) is run to automatically change the status to one equivalent to the System value EXPIRED for those Sponsorships for which the End Date has passed. Related Fee Periods and Fee Liabilities will also be set to EXPIRED, but the Sponsorship will still be in effect for any Fee Period in which there has already been Sponsorship activity.
Sponsorships may be end-dated automatically by the job ADMJ3850 (Clean Up Unconfirmed Student Course Attempt Process) if applicants through Admissions do not confirm enrolment in the relevant courses.
Unlike expiry, cancelling either a Sponsorship or specific commitments ends the Sponsor's responsibility for any debt (both paid and unpaid) at the time of cancellation.

Fee Sponsorship Status

This status operates at three levels in this form. Normally only statuses equivalent to PLANNED, ACTIVE or CANCELLED will be set in the form. The EXPIRED status is set by the system and the INFRINGED status has no associated system functionality.
An ACTIVE status can only ever be changed to CANCELLED, and vice versa.

Deleting Sponsorship Records

Only PLANNED and CANCELLED records can be deleted, and only if they do NOT have dependant Person Payment Schedule (PPS) records or dependent subordinate (child) records. For example, a planned Course Attempt Sponsorship can be deleted as long as it has no dependent Fee Period or fee liability records.

Special Note:

It should be noted that if the Sponsorship Limit or Percentage Contribution are modified after a Person Payment Schedule has been created, the Person Payment Schedule (FINJ6111) will need to be rescheduled to run again for the students affected by the change.

This form is accessed from the main menu.

Student Course Attempt block:

• Person ID
• Sex
• Date Of Birth
• Course Version
• Short Title
• Calendar Type
• Commencement Date
• Student Course Attempt Status
• Fee Category

• Button

• Find Person

Student Course Attempt Fee Sponsorship block:

• Sponsor Code (LOV)
• Name
• Fee Sponsorship Status (LOV)
• Total Sponsorship Limit
• Sponsorship Base
• Priority
• Start Date
• End Date
• Sponsorship Limit
• Percentage Contribution
• Comments

  Button

  • Sponsorship Calendars - (overlay to Fee Category Calendar Instance Sponsorship block)

Fee Category Calendar Instance Sponsorship block (overlay):

• Fee Calendar Type (LOV)
• Start Date
• End Date
• Fee Sponsorship Status (LOV)
• Sponsorship Limit
• Percentage Contribution
• Fee Category
• Fee Calendar Status

  Buttons

• Comments - (overlay to Comments block)
• Fee Liability Sponsorship - (overlay to Fee Liability Sponsorship block)
• Back

The Fee Liability Sponsorship block (overlay) contains:

• Fee Type (LOV)
• Fee Calendar Type
• Start Date
• End Date
• Fee Category
• Fee Sponsorship Status (LOV)
• Sponsorship Limit
• Percentage Contribution
• Description

  Button

  • Comments - (overlay to Comments block)
  • Unit Sponsorship - (overlay to Unit sponsorship block)
  • Back

The Comments block (overlay) contains:

• Comments

Button

• Back

The Unit Sponsorship block (overlay) contains:

• Unit Code (LOV)
• Version (LOV)
• Title
• Fee Sponsorship Status (LOV)
• Sponsorship Limit
• Percentage Contribution

Button

• Comments - (overlay to Comments block)
• Back

Rule/Notes:

The Student Course Attempt block:
To the right of the block title, a lamp displays if multiple Student Course Attempts exist for the student.

Descriptive Student Course Attempt lamps display in the Student Course Attempt block when applicable. e.g.ENCUMBERED, DECEASED, etc.

The Student Course Attempt Fee Sponsorship block:
This block enables users to assign sponsors and record sponsorship details for sponsored students. A Percentage Contribution, which defaults to 100%, is recorded against each sponsor and a Sponsorship Limit can optionally be entered. This limit is the highest amount that will be contributed by the sponsor for each Fee Period. The amount assessed for the sponsor in a Fee Period can never be higher than the Sponsorship Limit, even if the calculated percentage is higher.

Sponsorship Base and Priority are used to determine the split of a payment between multiple sponsors.

• Sponsorship Base is the basis on which a sponsorship will be calculated. It can either be the assessed amount (total amount of the fee) or remaining amount, which is the remainder of the assessed amount after sponsorships have been allocated to higher priority sponsors.
  
• Priority is a number value that determines the order (amongst multiple sponsors) in which sponsorships are processed through Person Payment Schedule (PPS).

The user can display the Sponsorship Calendars by clicking on the Sponsorship Calendars button. If calendar level data exists for a sponsor the button label includes a ‘+’. There is a ‘-‘ sign on the button if no calendar level data exists.

The Fee Category Calendar Instance Sponsorship block:

This block enables the user to set up Sponsorship Calendars showing the Fee Periods over which the sponsorship applies. A Percentage Contribution and Sponsorship Limit can be recorded for each individual fee period.

If Fee Type level data exists for a fee calendar this is indicated by a FEE LIABILITIES SPECIFIED lamp that is displayed when the fee calendar is in context. This lamp alerts the user to the fact that there is a lower-level Fee Liability Sponsorship level data.

The lamp SCAFS LIMIT/PERCENTAGE OVERRIDES is displayed if the sponsorship limit at the Student Course Attempt level is not null or the percentage contribution at the SCAFS level is not 100%. This lamp alerts the user to the fact that any Sponsorship Limit or Percentage Contribution set at the Fee Calendar level will not be used by the Person Payment Schedule. There is also a ‘+’ sign on the button if Fee Liability level data exists, and a ‘–‘ sign if no such data exists.

If the Fee Category for the SCA has been changed since the Fee Calendar was linked to the sponsorship, this is indicated by a CHANGED FEE CATEGORY lamp displayed when the calendar is in context.

The Fee Liability Sponsorship block:

This block enables the user to link fee types to a sponsorship in the context of a fee period. If no fee types are linked, the sponsorship is considered to apply to all fee types in that period.

A Percentage and Sponsorship Limit can be recorded for each individual Fee Type. The Sponsorship Limit applies for the context Fee Period in which the Fee Type was selected.

If the Fee Category of the SCA has been changed since the FTCI was linked to the Sponsorship, this is indicated to the user using a CHANGED FEE CATEGORY lamp displayed when the Fee Type is in context.

If unit level data exists for a Fee Type, this is indicated by a UNITS SPECIFIED EXCEPTIONS EXIST lamp that is displayed when the Fee Type is in context. This lamp indicates that there is lower-level Student Unit Fee Sponsorship level data. The lamp SCAFS LIMIT/PERCENTAGE EXISTS is displayed if the sponsorship limit at the SCAFS level is not null or the Percentage Contribution at the SCAFS level is not 100%. The lamp indicates that a Sponsorship Limit or Percentage Contribution has been set at the Unit Sponsorship level, there is lower-level or SCAFS level data, so any Sponsorship Limit or Percentage Contribution set at the Fee Type level will not be used by the Person Payment Schedule. There is also a ‘+’ sign on the button if unit level data exists, and a ‘– ‘ sign if no unit level data exists.

The Unit Sponsorship block:

This block enables the user to define units that the sponsor has agreed to pay for. Units are defined in the context of a Fee Type. Due to the hierarchical nature of the function, this means that the Units are also in the context of a Fee Period.
If a Sponsorship is set up for a unit that has already been sponsored in a previous Fee Period, a warning will be displayed, but the system will not prevent a repeat sponsorship.

The lamp SCAFS LIMIT/PERCENTAGE EXISTS is displayed if the Sponsorship Limit at the SCA level is not null or the Percentage Contribution is not 100%. This indicates to the user that any Sponsorship Limit or Percentage Contribution set at the unit level will be ignored by the Person Payment Schedule.

Recording a Sponsorship

1. In the Student Course Attempt block, query for and select the required student and course attempt.

2. Record Sponsor details in the Student Course Attempt Fee Sponsorship block as follows:

• Select the Sponsor code from those Sponsors shown as ACTIVE in the list of values.
• Set the Fee Sponsorship Status to a System Status of PLANNED.
• Optionally record a Total Sponsorship Limit to indicate the intended total limit for the whole scholarship. This field is for information purposes only and has no associated functionality.
• Where multiple sponsors will be applied, if the amounts for this sponsor are to be determined relative to the remaining fee, then change the Sponsorship Base from ASSESSED to REMAINING.
• Record a numeric Priority value, sponsors with lower values will contribute payments before sponsors with higher ones.
• Enter a Start Date for the Sponsorship, or accept the default of the current Date.
• Optionally, enter an End Date.
• Optionally, record a Dollar Amount as a Sponsorship limit. The total of all fee amounts which the Sponsor has undertaken to pay in the Course Attempt cannot exceed this limit.
• Record a Percentage Contribution representing the proportion the Sponsor is prepared to pay of any fee for which they have undertaken responsibility (the default is 100%).
• Save the record.

Rule/Notes:

The Student Course Attempt block operates in query mode only.

The Start and End Dates may determine the Fee Periods available for Sponsorship. Fee Periods must fall wholly or partially within these dates.

It is possible to apply Sponsorship retrospectively to a student's records for a previous Fee Period. This can only be done if the students can be reassessed and new schedules created for that period. i.e. The Retro Date has not passed and the period has not been finalised.

The End Date may be left blank. If populated, it is used by the Expire Fee Sponsorship job (FINJ4430).

A new Sponsorship record for the same Sponsor can be added if the existing Sponsorship record has been cancelled and has an End Date, and the Start and End Dates of the two Sponsorships do not overlap and the new sponsorship record is linked to a different Fee Period.

Where a Sponsorship limit applies, this is in the currency of the Fee Category shown in the Student Course Attempt block. (Currencies are recorded for Fee Categories in Maintain Fee Categories, FINF2800).

Where a Sponsorship limit has been set, the Sponsor undertakes to pay whichever is the lesser of:
a) The amount given as a Sponsorship limit across all relevant Fee Liabilities during the fee period, or
b) The total when the agreed Percentage of each Sponsored Fee is calculated.

Sponsors are only liable for Sponsorships which, when the job to Maintain Person Payment Schedules (FINJ6111) is run, have an active status , or which were active in the Fee Period but have been set to EXPIRED.

Once saved the Start Date cannot be modified.

If the Student Course Attempt Fee Sponsorship has a Sponsorship Limit that is not null or a Percentage Contribution that is not 100%, then the ‘SCAFS LIMIT/PERCENTAGE OVERRIDES’ lamp is displayed in the FCCIS, FLS and SUFS blocks.

If multiple SCAs exist for the student, the ‘MULTIPLE COURSE ATTEMPTS EXIST’ lamp displays in the SCA block.

If a Sponsorship Limit is recorded or a Percentage Contribution that is not 100% has been recorded at the SCA level, then a warning is displayed if a Sponsorship Limit that is not null or a Percentage Contribution that is not 100% is recorded at the lower levels of sponsorship.

3. Record Sponsor details in the Fee Category Calendar Instance Sponsorship block as follows:

• Click on the Sponsorship Calendars button to access the Fee Period overlay block (Fee Category Calendar Instance Sponsorship), and select the Fee Period(s) for which Sponsorship of this student is to apply.
• Set the status of the Sponsorship Calendars to ACTIVE.
• A reminder warning is given on exiting the form if no Fee Period has been assigned to the Sponsorship or if the Sponsorship has not been set to ACTIVE.
• Save the record.

Rules/Notes:

A student must have a Fee Category (assigned during admission or enrolment) before a Fee Period can be selected.

A sponsor code cannot be recorded for a Fee Calendar Instance if an identical Sponsor/Fee Calendar relationship exists for that SCA.

The list of values (LOV) displays ACTIVE or PLANNED Fee Periods, which are recorded (in FINF2800) for the student's Fee Category, and which fall wholly or partially within the Start and End Dates recorded in the previous block.

An advisory warning is given if a planned rather than active Fee Period (Fee Category Calendar Instance) is selected, but this does not prevent its selection.

For a long-running Sponsorship, new Fee Periods may need to be added when Fee Calendars are rolled over.

If the Fee Category for the SCA has been changed since the Fee Calendar was linked to the sponsorship, then the ‘CHANGED FEE CATEGORY’ lamp is displayed in the FCCIS or FLS blocks.

If child Fee Liability Sponsorship records exist for the Fee Category Calendar Instance Sponsorship, then the ‘FEE LIABILITIES SPECIFIED’ lamp is displayed in the FCCIS block.

To close the Fee Category Calendar Instance Sponsorship block, click on the Back button.

4. If a Sponsor intends to pay only specific fee types, add these as liabilities.

From the Fee Period overlay block, click on the Fee Liability Sponsorship button to access the Fee Liability Sponsorship overlay block

• Select the Fee Liabilities (Fee Type in a Fee Period) for each fee the Sponsor is prepared to pay either in full or in part, as indicated by the percentage value recorded in the previous block.
• Set the Sponsorship status to an equivalent of PLANNED (the default).
• Save the record.

Rules/Notes:

The list of values for Fee Types displays those Fee Liabilities recorded against the Fee Category shown for the student and available in the Fee Periods associated with the Sponsorship.

A warning is given if Inactive Fee Types are selected, but these can still be recorded against a Sponsorship.

Sponsors are liable for fees which, when the job to 'Maintain Person Payment Schedules' (FINJ6111) job is run have an ACTIVE Fee Sponsorship Status, or have fees where the Sponsorship has been ACTIVE in the Fee Period but is now EXPIRED.

A lamp is displayed if a contract rate will be effective at any time within the Sponsorship period for a Sponsored fee. The dates of the contract are shown.

Where fee structures have been 'rolled over' several years in advance, future Fee Liabilities can be selected from the LOV. Alternatively, for a long-running Sponsorship, the relevant Fee Liabilities for the upcoming year will need to be selected in this form after each yearly rollover. (Refer to the rollover job, FINJ2A00.)

A warning is displayed if the Fee Type is an INSTITUTN Fee Type and it has already been defined as a sponsorship that is active or expired for the Student and Fee Period.

If child Unit Sponsorship data exists for the Fee Liability Sponsorship, then the ‘UNITS SPECIFIED’ lamp is displayed in the FLS block.

To close the Fee Liability Sponsorship overlay block and return to the Fee Category Calendar Instance Sponsorship block click on the Back button.

5. If a Sponsor intends to pay for only specific units, add these.

From the Fee Liability Sponsorship overlay block, click on the Unit Sponsorship button to access the Unit Sponsorship overlay block

• The button is only available after a Fee Period has been entered.
• Select the Unit(s) for which the Sponsor is prepared to pay either in full or in part.
• Set the Sponsorship status to an equivalent of PLANNED (the default).
• Save the record.

Rules/Notes:

Units can only be specified for Fee Types managed at unit level.

Only Unit Versions that are active and do not have an expiry date that has past can be selected.

Only Units with a Unit Offering Option can be selected.

Different versions of the same unit cannot be selected.

The Fee Sponsorship Status for the Unit Sponsorship can only be set to ACTIVE if the Fee Category Calendar Instance Sponsorship and the Fee Liability Sponsorship are ACTIVE.

A Unit Sponsorship cannot be created if the Fee Period is FINALISED.

If a sponsorship record is created for a unit that has already been sponsored in another fee period a warning will be displayed but the system will not prevent a repeat sponsorship.

To close the Unit Sponsorship overlay block and return to the Fee Liability Sponsorship block click on the Back button.

To Activate a Planned Sponsorship:

Either set the Sponsorship in the Student Course Attempt Fee Sponsorship block to ACTIVE or set the required Fee Period to ACTIVE (the Course Attempt Sponsorship to which it relates will be set to ACTIVE by the system).

Rules/Notes:

When saving, the user is asked to confirm that related Fee Period and Fee Liability records should also be set to ACTIVE by the system.

A Fee Liability can only be set to ACTIVE if the associated course Sponsorship and Fee Period are active.

If the Fee Period Sponsorship is activated, the Course Attempt Sponsorship to which it relates will be set to ACTIVE by the system but related Fee Liabilities will not be activated .

To Change Sponsorship Details:

• New Fee Periods and liabilities may need to be added to long-running Sponsorships after Calendar and Fee Period rollovers.
• If an End Date is not recorded initially, but added later, expiry after the End Date (by running FINJ4430) will preclude Sponsorship of any associated Fee Periods which start on or after the new End Date. Current Fee Periods in which activity has already occurred will continue to operate with Sponsorship, even when expired.
• A Sponsorship limit can be changed during the Sponsorship. This limit will also be applied to past Fee Periods if Person Payment Schedules are retrospectively rerun for those periods.
• A Percentage contribution cannot be decreased once any payment has been received from the Sponsor, but can be increased at any time.

Rules/Notes:

Changes to Sponsorship details are reflected in the Person's Payment Schedule (FINF3800) and in the Manual Fee Assessment (FINF3610) and inquiry forms, once the Process Person Payment Schedules job (FINJ6111) has been re-run.

To Cancel Sponsorships:

Sponsorships may be cancelled at a number of levels:

• In the Student Course Attempt Fee Sponsorship block:
  A Sponsorship can be cancelled by changing an ACTIVE status shown against a Sponsor Code to a CANCELLED status.
  A message invites you to authorise cancellation of related Fee Periods, Fee Liabilities and any Sponsored amounts for this Sponsorship. Select OK to authorise.
• In the Fee Category Calendar Instance Sponsorship overlay:
  The Sponsorship for a particular Fee Period can be cancelled by changing an ACTIVE status shown against the Calendar to a CANCELLED status.
  A message invites you to authorise cancellation of related Fee Liabilities and any Sponsored amounts for this Sponsorship. Select OK to authorise.
• In the Fee Liability Sponsorship overlay:
  A Sponsor's responsibility for a specific fee can be cancelled by changing an ACTIVE status shown against a Fee Type to a CANCELLED status.
  A message invites you to authorise the cancellation of any Sponsored amounts for this fee. Select OK to authorise.
• In the Unit Sponsorship overlay:
  A Sponsor's responsibility for a specific unit can be cancelled by changing an ACTIVE status shown against the Unit to a CANCELLED status.
  A message invites you to authorise the cancellation of any Sponsored amounts for this fee. Select OK to authorise.

Rules/Notes:

All debt in the current period, both paid and unpaid, is reassigned to the student if a Sponsorship is cancelled. Amounts already paid by the Sponsor are available for refund.

Where cancellation is not authorised in response to the displayed message, the status reverts to an ACTIVE state.

A cancelled Sponsorship can be re-activated by first recording as ACTIVE at the Sponsorship level, and then at Fee Period and liability levels.

A new Sponsorship record for the same Sponsor can be added if:

• An existing Sponsorship record has been cancelled and has an End Date, and the Start and End Dates of the two Sponsorships do not overlap.
• The sponsorship record is linked to a different Fee Period.

Cancelling a Sponsor's record in the form FINF4100 (without cancelling their Sponsorship/s in this form) prevents the selection of that Sponsor for any future Sponsorship, but does not affect existing Sponsorships.

To Delete a Sponsor Record:

1. Select the SCA Sponsorship record that you want to delete.

2. Change the Fee Sponsorship Status to PLANNED or CANCELLED.

Note: Setting the Fee Sponsorship Status to 'Cancelled' automatically updates the status of any subordinate Sponsorship records to 'Cancelled'.

3. Before deleting the sponsorship record; if the Fee Sponsorship status is set to CANCELLED or PLANNED and subordinate Sponsorship records exist, then you must delete the subordinate (child) records first before deleting the sponsorship record.

In addition, the deletion of the sponsorship record (including subordinate records) can only occur if no dependant Person Payment Schedule record(s) exist for the Sponsor (see FINF3800).

4. Delete the record. (Select 'Delete Record' from the menu bar.)

Rules/Notes:

Note: It is not possible to edit the Start Date, as the Start Date is part of the primary key for the sponsorship record.

You can only delete a sponsorship record if its Fee Sponsorship Status is mapped to a System Fee Sponsorship Status of CANCELLED or PLANNED.

A sponsorship record can only be deleted if its subordinate (child) records have been deleted first.

Percentage

Limit

SCA

100%

Null

Fee Period

50% 

$1000

Fee Type

75

Null

Unit

Percentage

Limit

SCA

50%

Fee Period

100% 

$2000

Fee Type

Unit

Percentage

Limit

SCA

100%

Fee Period

100% 

$2000

Fee Type

85%

Unit

100%

$4500

Percentage

Limit

SCA

100%

Fee Period

100% 

$2000

Fee Type

85%

Unit

Unit A
75% of 1000*
= $750

Unit A
50% of 250
= $125

100% of 1000
(limited to $250 )

Unit B
$5000

Unit B
80% of 5000
= $4000
(limited to $1000 - as total limit is $5000)

Unit A
75% of 1000
=$750

Unit A
100% of 250
= $250

Unit B
$5000

Unit B
80% of 5000
= $4000

Unit A
75% of 1000
=$750

Unit A
50% of 250
=$125

100% of 1000
(limited to $250*)

Unit B
$5000

Unit B
80% of 5000
(limited to $1000)

Unit A
75% of 1000
= $750

Unit A
100% of 250
= $250