Annual Registration Charge 2009
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What is the Annual Registration Charge?
The Annual Registration Charge (ARC) is an annual charge payable by Commonwealth Register of Institutions and Courses for Overseas Students (CRICOS) registered providers. It comprises a base fee plus a per enrolment component based on the total number of enrolments of overseas students on student visas in each course provided by your organisation in the relevant ARC calendar year.
Providers liable to pay the 2009 ARC
All providers registered or suspended on the CRICOS on 1 January 2009 are required under Section 23 of the Education Services for Overseas Students Act 2000 (the ESOS Act) and Section 8 of the Education Services for Overseas Students (Registration Charges) Act 1997 to pay an Annual Registration Charge (ARC) for 2009.
The ESOS Act requires that you pay the ARC by the last business day of February of the year. For 2009, this will be Friday, 27th February 2009.
Please note: Providers who no longer provide or no longer wish to provide courses to overseas students should contact their relevant state and territory registration authority prior to Monday 1 December 2008 to request their registration on CRICOS be cancelled.
Key changes to the ARC Collection Process
In 2009 DEEWR will be implementing the following change to the ARC collection and payment process -:
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All ARC amounts payable will be determined based on enrolment data stored in PRISMS – providers will no longer have the option of directly amending the figures presented on the invoice. |
Where providers feel the PRISMS data does not accurately reflect their enrolments, they may need to reconcile their in-house system to PRISMS to ensure enrolment numbers in both systems are the same and an accurate reflection of which students undertook study.
Why is DEEWR making these changes?
Mandating the use of PRISMS enrolment figures offers significant benefits to the ARC calculation and collection process, including -:
- The delivery of a streamlined ARC collection process that reduces the administrative burden to both the Department and industry
- Application of a standard ARC calculation methodology across all providers that removes the opportunity of using incorrect or fraudulent enrolment data
- Elimination of the need to audit providers that deviate from using the PRISMS based enrolment numbers
- Improved data entry and reporting practices across the industry leading to improved regulatory performance
The processing change also supports the preference shown by the majority of providers for using PRISMS based enrolment figures as the basis for determining their ARC. In 2008, almost 80% of all providers who paid the ARC used enrolment figures derived from data stored in PRISMS.
Impact on providers
Section 19 of the ESOS Act creates an obligation for providers to notify the Department (via PRISMS) of a range of specified events relating to student enrolments, including name, course, start date and expected duration of the course, termination of studies, changes in identity or duration of a course, and any other prescribed matter relating to accepted students.
What this means, in short, is that at any point in time, so long as providers are meeting their responsibilities under Section 19 of the Act, PRISMS should be a complete and accurate representation of the student profile at their institution. Furthermore there should be no difference between their own records and those kept on PRISMS and consequently no adverse impact associated with the use of PRISMS data.
What do we need to do?
Ask yourself the following questions –:
- Is my organisation ARC-ready?
- Do our enrolment records in PRISMS reflect our actual enrolments in 2008?
- Would we be confident using our data if the ARC were calculated today?
If you’re not sure of any of these answers or you know the response is no, you will need to take action to review your data.
The key message you need to remember is -:
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Accurate enrolment data in PRISMS is essential for an accurate ARC calculation. |
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How do I review my data?
The enrolment data on which your ARC calculation is based is available in PRISMS via the ‘ARC Enrolment by Student by Course Export’. This export provides a list of overseas students that undertook or are still undertaking a period of study in a given course at your organisation in the relevant year.
An additional report – the ‘ARC Enrolment Statistics’ is also available. Run this report to see a screen display of the current estimate of your ARC liability based on the number of enrolments for the previous year. Remember that this is an estimate only, as at the time you run the report. Your actual liability will be calculated in mid January of any year, and advised to you through the Department’s ARC payment website.
It is recommended that you use the ‘ARC Enrolment by Student by Course Export’ to gain an overview of the overseas student enrolments for your organisation for the relevant enrolment year, as it presents the data in the summarised format of one line of data per student per course. If you wish to view further details of the individual CoE records on which this export is based, this information is available via the ‘ARC Raw CoE Data’ export within PRISMS.
To review the data that will be used as the basis for determining your ARC you will need to -:
1. Logon to PRISMS >> Go to the “Available Reports” tab >> ‘Click’ on ’List of Reports’ >> ‘Click’ on the ‘ARC Enrolment by Student by Course Export’ option, enter required information and then generate the report.
2. Review the list of students that studied or are still studying in each course at your organisation during the relevant enrolment year.
Updating your data
If you do not agree with the PRISMS enrolment data presented, you will need to update the data stored in PRISMS by creating additional CoEs or reporting on CoEs until you are satisfied that the PRISMS data accurately reflects the enrolment situation for 2008 for your organisation. This checking and verifying process may also include reconciling an in-house system to PRISMS, such that the enrolment figures in both systems are the same.
The list below presents some of the issues you may find with your data and how they can be addressed -:
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Issue |
How / why it may have occurred |
Remedy |
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The list doesn’t show a student that studied in a particular course |
A CoE was not created/approved for the student or the CoE expired and never went to Studying status.
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Create a CoE with backdated studying dates or update the expired CoE to Studying or Finished |
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The list contains a student that never studied |
A CoE was created and not reported on |
Report on the CoE |
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The list indicates a student studied for a shorter time period than they actually did. |
The entire period of study a student undertakes with your organisation should be represented by one or more CoEs. If the student studied longer than the CoEs indicate, check the original records in PRISMS. The dates of study on the existing record(s) should cover the same period the student actually studied with your organisation. |
Create a new CoE to cover the missing period |
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The list indicates a student studied for a longer time period than they actually did. |
In most situations when a student deviates from their originally intended period of study you need to report them. If you find that a student is listed as having studied for a longer period on PRISMS than they actually did, you will need to update the relevant CoE to report the reason for the shortened period of study. |
Report on the relevant CoE to indicate why there was a change to the originally intended period of study. |
Further information on how to report on CoEs can be found in the SCV Quick Reference Guide.
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Time |
Event |
Purpose |
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October - December |
Data review
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To review the PRISMS enrolment data on which you’re ARC will be based. To help you do this, PRISMS contains an “ARC Enrolment By Student By Course Export”, which lists the enrolment data used to determine your ARC. This list should reflect the actual number of students that undertook or are still undertaking, study at your organisation in the relevant year.
When you access this export PRISMS will display an information page containing a detailed description of the data and including instructions on how the export is used to determine your ARC and where you can obtain further help. |
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October and November |
Information emails sent to all PEO and eBusiness contacts |
To provide further information about the ARC collection, including key dates and guidance for reviewing enrolment records. |
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Mid January |
ARC Notice sent to all PEOP and eBusiness contacts |
Email contains the information required to log on payment website, view/print a copy of your invoice and complete your ARC payment. |
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January – end February |
Payment Period |
Providers will be required to login to the Department’s ARC payment website to finalise their ARC payment throughout this payment period.
The last working day in February is the final day for payment of your ARC. In 2009 this will be Friday the 27th February. Any payments received after this date will incur a late payment penalty. |
The table below shows a list of all of the correspondence that has been sent by DEEWR regarding the 2009 ARC collection.
Definitions
The following definitions will be used to determine overseas student enrolments for the purpose of calculating ARC amounts payable.
Overseas Student
For ARC purposes, an overseas student is defined as any overseas person who studies in Australia under a Student (Temporary) (Class TU) visa, with the exception of:
- AusAID students;
- Exchange students in secondary schools (tertiary exchange students should be included);
- Overseas students approved by the Minister for Defence to undertake a course of study or training under a scholarship scheme or training programme approved by the Minister for Defence;
- Overseas students approved under another scholarship scheme, or an exchange scheme, sponsored by the Australian Government to undertake a course of study or training in Australia; and
- Dependants of primary student visa holders.
Enrolments for any of the above five student types are referred to as non-ESOS and are identified within PRISMS based on visa information received from DIAC. Once identified, non-ESOS CoEs are cancelled and excluded from the ARC exports and the ARC calculation. If you become aware that an existing student belongs to one of the 5 groups described above or moves onto a non student visa (such as a permanent resident visa), you can use PRISMS to report that the student no longer holds a student visa (SCV 17). This will result in the CoE (or part of the CoE) being identified as non-ESOS and excluded from the ARC calculation.
If you have questions regarding the ESOS status of a student/CoE or how to report ESOS status changes please contact either the ESOS ARC Mailbox (esosarcmailbox@deewr.gov.au) or the ARC Hotline on 1300 793 993.
1 (or full) enrolment
- An overseas student who is enrolled and commences study in a course of 26 weeks or more duration at any time during the year will be counted as one enrolment.
0.5 (or half) enrolment
- An overseas student who is enrolled and commences study in a course of less than 26 weeks duration at any time during the year will be counted as 0.5 of an enrolment.
Proposed Course Start Date
- The date on which the student was proposed to commence study at your organisation. However, if the start date of the proposed period of study is prior to 1 January 2008, the date to be used for the proposed course start date for the purpose of calculating the ARC will be 1 January 2008.
Proposed Course End Date
- The date on which the enrolment was proposed to end when the student was first issued with their confirmation of enrolment. However, if the proposed end date of the period of study is after 31 December 2008 (for example, 15 February 2009), the date to be used for the proposed course end date for the purpose of calculating the ARC will be 31 December 2008.
Proposed Enrolment duration
- The difference between the proposed course start and proposed course end dates in weeks. Please note that for the purpose of calculating the ARC the proposed duration of the student’s enrolment is used – not the actual period of study.
Multiple enrolments in the same course
- If a student has more than one CoE (i.e. enrolment) in the same course, the CoEs can be merged. The relevant dates to be used to determine if the 2008 enrolment is a full or half enrolment are the earliest commencement date or 1 January 2008 (whichever is the latest) and the proposed end date corresponding to the most recently created CoE, or 31 December 2008 (whichever is the earliest).
Note: The PRISMS “ARC Enrolments by Student by Course” Export determines this for you automatically.
Courses that span 2 or more years
- An overseas student enrolled in a course that spans 2 or more years is counted as being enrolled in each of those years. The proposed course start date and proposed course end date to be used to calculate the enrolment duration are defined above.
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Calculating the ARC payable by your organisation
Using the above definitions, PRISMS will automatically determine which CoEs for your organisation are in-scope for the 2009 ARC calculation (i.e. those that indicate that a student undertook a period of study at your organisation during 2008). The proposed study duration and enrolment type (either full or half) is then determined. This information is available for you to view (either in raw data format or rolled up to represent enrolments per student per course) via the ARC exports within the reporting module of PRISMS.
An additional report – the ‘ARC Enrolment Statistics’ is also available. Run this report to see a screen display of the current estimate of your ARC liability based on the number of enrolments for the previous year. Remember that this is an estimate only, as at the time you run the report. Your actual liability will be calculated in mid January of any year, and advised to you through the Department’s ARC payment website.
Paying your ARC
Overview
DEEWR will be sending an “ARC Notice” email to the Principal Executive Officer and any registered eBusiness contacts for your organisation in mid-January 2009. This email will contain a link to the Department’s ARC payment system and will include a user name and password that will allow you to access ARC payment screens that are specific for your organisation. It will also contain instructions for verifying enrolment data and finalising payment of the ARC.
Processing your ARC payment requires 5 main steps. The system will direct you through these steps using a series of screens, as outlined below:
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Payment Step |
Screen(s) |
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Step 1 – Logon to the ARC Payment Website |
In order to complete your ARC payment you will need to logon to the Department’s ARC payment site. A link to this site, along with provider-specific logon details, will be sent via an ARC Notice to the PEO and any registered eBusiness contacts at your organisation in mid January 2009. Once you have accessed the site you will be presented with ARC enrolment and payment information and instructions that are specific for your organisation. |
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Step 2 – Check your Organisation and contact details |
This screen will be used to confirm that the contact details we have for your organisation are correct. Please review these. Instructions on how to update any details that may not be correct will be provided on the screen. |
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Step 3 – View your enrolment figures and ARC payment amount |
This screen will display your enrolment figures and associated ARC amount payable based on your student data in PRISMS. It will also contain information on how the enrolment figures were calculated. |
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Step 4 – Select your ARC payment method |
Options for making your ARC payment include:-
- Credit Card – Online
- Credit Card - Offline
- Direct Deposit (EFT)
- Cheque or Money Order
Note – while you must use the Departments ARC payment website to record your payment details, you have the choice of making your payment either on-line or off-line.
Please also record your contact details on this screen. This information will allow us to contact you should we have any queries regarding your payment. |
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Step 5 – Print your invoice and finalise payment |
This screen will display your ARC invoice and instructions on how to finalise your payment. Please print a copy of this for your records. If you have selected to pay via either, Direct Deposit (EFT), Cheque, Money Order or Off-line credit card, you will also need to print of a copy to attach with your payment. |
For 2009 the ARC calculation will be based on the 2009 charges of a $351 base fee and $30.00 per full enrolment.
Please note:
- Even if you had no overseas students in 2008 you will still need to complete the online payment process and generate an invoice. However, only the 2009 ARC base fee of $351 will be payable.
- The ARC is not subject to GST.
Payment Options
On-line Payments
You will be able to make your payment online by credit card using VISA or MasterCard only. To ensure the security of online transactions, credit card details are encrypted and processed through a secure payment gateway provided by Verisign.
Online payment is the Department’s preferred payment method.
Off-line payments
If you are paying offline, you will have the option of paying by:
- Credit card
- Cheque or money order; or
- Direct Deposit / Electronic Funds Transfer (EFT)
Instructions for making payments are provided when you enter the ARC Payment Site.
Paying for multiple registrations
(Note – this option is only available if paying offline)
If you are responsible for multiple CRICOS registrations, you will be sent a separate email for each registration in mid-January 2008. If you are making a single payment for several registrations, you will need to:
- Access the Department’s ARC payment website separately for each registration using the link and logon information provided in each email;
- Process the payment for each registration separately;
- Print the invoice for each registration; and
- Attach all the invoices to the payment for forwarding to the Department at the address given on the invoice.
Receipts
Please note that receipts will not be issued unless requested. If you are paying online, you can print a copy of the receipt when you have completed your payment. If you are paying offline, please print the invoice and annotate as a record of your payment.
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Penalty for Late Payment
A late payment penalty will apply to all payments received after the due date of 27 February 2009. The late payment penalty is imposed by section 172 of the ESOS Act, and will be automatically calculated when you make your payment. It is calculated using the following formula:
Late payment penalty = [ARC payable x 20% x (no. of days after 27/02/2009)] divided by 365
Failure to Pay
The Minister (or delegate) may take action to suspend your registration from CRICOS for failure to pay the ARC. A reinstatement fee of $135.00 is payable when the suspension is removed.
Further Information
If you have any questions about the ARC payment, or need assistance with your enrolment data or processing your payment, please contact either the ESOS ARC Mailbox (esosarcmailbox@deewr.gov.au) or the ARC Hotline on 1300 793 993.
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Questions and Answers
Q: I didn’t have any overseas students in 2008, do I still need to pay the ARC?
A: All providers registered or suspended on CRICOS on 1 January 2009 must pay the ARC. If you had no overseas students in 2008, you will pay the base fee of $351 only.
Q: Why is DEEWR requiring that enrolments in courses that are 26 weeks or more count for twice as much as enrolments in courses that are less than 26 weeks?
A: Section 5(4) of the ESOS (Registration Charges) Act 1997 specifies that a course of at least 26 weeks duration counts as one enrolment and a course of less than 26 weeks duration counts as 0.5 of an enrolment.
Q: What if a student is enrolled in a course for only a few days?
A: The ESOS (Registration Charges) Act 1997 specifies that an enrolment should be counted if an overseas student is enrolled in a course at any time during the year. The period of study may have only been a few days, however the relevant information is whether the proposed period of study as recorded on the CoE was for more or less than 26 weeks.
Q: What if a student changes courses?
A: If an overseas student changed course in 2008, each course that they actually undertook study in will be counted as an enrolment with the proposed length of enrolment for each course being used to determine whether 0.5 or 1 enrolment is recorded for each course.
Q: What if a student re-enrols in the same course?
A: If an overseas student re-enrolled in the same course (that is, with the same CRICOS course code) in 2008, a single enrolment will be counted. The total proposed length of all the student’s enrolments in that course will determine whether 0.5 or 1 enrolment should be recorded. The relevant dates to be used to determine if the enrolment is a full or half enrolment are the earliest proposed course start date or 1 January 2008 (whichever is the latest) and the proposed course end date corresponding to the most recently created CoE, or 31 December 2008 (whichever is the earliest).
Note: The PRISMS ARC Calculation by Student Export does this for you automatically.
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