Student Loans Procedure

1. The purpose of our procedure

This procedure outlines how Adelaide University provides short-term, interest-free financial support to eligible students through the [student loan fund]. It helps students complete their studies by reducing financial barriers that impede academic progress.

Please read this procedure in conjunction with our Fees and Loans Policy.

2. Who our procedure applies to

2.1 Inclusions

This procedure applies to:

• domestic and international students enrolled in award programs (undergraduate, postgraduate and higher degree by research)
• students enrolled in 100% online programs who reside in Australia
• [Approving officers] and administrative staff involved in loan processing and oversight.

2.2 Exclusions

This procedure does not apply to:

• students enrolled in non-award, enabling, or short programs
• students residing outside Australia
• Commonwealth loan schemes (for example, HECS-HELP, FEE-HELP, OS-HELP, SA-HELP), which are governed separately and not covered by this procedure.

3. Our student loans procedure

This procedure is organised into thematic sections that set out Adelaide University’s commitment to student equity, financial wellbeing and regulatory compliance. Each section focuses on how student loans are administered, approved and managed.

3.1 Determining eligibility

• Students must be at least 18 years of age, be enrolled in an award program, and demonstrate financial hardship affecting academic progress.
• Students must have a reasonable prospect of completing their program, as evidenced by their academic record, and the capacity to repay the loan within the duration of their program.
• Students with a [negative service indicator], unsatisfactory academic progress, or prior loan default are ineligible unless approved under [exceptional circumstances].

3.2 Applying for a loan

• Applications must be submitted using the [student loan fund Application Form], with supporting documentation. Eligibility is identical for domestic and international students; however, submission methods and appointment booking processes differ slightly and are managed by the respective domestic or international support teams.
• Loans may be requested for living expenses, essential study costs, accommodation bonds or health-related expenses.
• Loans will not be approved for tuition fees, fines, overseas travel (unless program-related) or pre-enrolment debts.

3.3 Approval and authorisation

• Loan applications are assessed by [Approving Officers] in accordance with this procedure’s eligibility and procedural requirements.
• One [Approving Officer] may approve loans up to $1,500.
• Loans of $1,501-$2,500 must be approved jointly by two [Approving Officers].
• Loans of $2,501-$5,000 require approval from the Deputy Vice Chancellor -Student Experience & Success.

3.4 Guarantor eligibility and process

• Students applying for loans over $1,500 must nominate a guarantor, unless waived under [exceptional circumstances].
• Guarantor eligibility criteria:
  • be at least 21 years old and reside in Australia
  • have the capacity to repay the loan if the student defaults
  • must not be a current Adelaide University student and must not have outstanding debts to Adelaide University.
• Guarantors must complete a statutory declaration and provide proof of identity and financial capacity. They will also receive a copy of the signed loan agreement for their records.
• [Approving Officers] review the documentation submitted with the loan application and record the rationale for any waiver.
• All guarantor records must be stored securely in accordance with the University’s Privacy Policy and [Records Management requirements] and retained in line with approved record-keeping schedules.

3.5 Loan conditions

• Loans are interest-free and must be repaid before graduation; repayment within 12 months of the loan being provided is preferred.
• A [negative service indicator] must be added to the student’s record upon loan approval to prevent automatic program completion and ensure loan obligations are tracked. This indicator is administrative and does not imply breach will be removed once the loan is repaid in full.
• Repayment terms are documented in a loan agreement.
• Renegotiation may be approved if a student’s financial circumstances change by [Approving Officers].

3.6 Breach and recovery

• Failure to repay may result in an escalated [Negative Service Indicator] unless otherwise determined by an approving officer, and restricted access to Adelaide University services.
• The University may initiate debt recovery from the student or guarantor, including legal action and credit reporting, if repayment obligations are not met.
• Guarantors are liable for unpaid amounts under their statutory declaration.

3.7 Governance and oversight

• The [Student Loans Committee] must meet at least [twice a year] to review implementation, compliance and audit outcomes.
• Decisions and exceptions must be recorded in the [central decision register].
• Annual reporting to [governance body] supports transparency and continuous improvement.

3.8 Commonwealth loan schemes

• Adelaide University students may be eligible for financial Commonwealth loan schemes (for example, HECS-HELP, FEE-HELP, OS-HELP, and SA-HELP).
• These schemes are administered by the Australian Government under the Higher Education Support Act 2003 (Cth) and are not managed by Adelaide University.
• These loans differ from the University's internal [Student Loan Fund] in several key ways:
  • They are subject to government eligibility criteria, including citizenship and residency requirements.
  • Applications are processed through government portals and require a valid Tax File Number (TFN).
  • Repayments are managed via the Australian Taxation Office (ATO) and are income contingent.

Students seeking information or assistance with Commonwealth loan schemes should refer to the Fees and Loans Procedure and contact [Student Assist], who may refer enquiries to [Student Finance] if required for guidance. This procedure does not govern the administration or approval of these schemes.

4. Who holds a responsibility within this procedure

Each role is vital to ensuring equitable and efficient delivery of student financial support, aligned with Adelaide University’s strategic goals and regulatory requirements.

4.1 The College Pro Vice Chancellor is responsible for:

• promoting awareness of this procedure within their college
• supporting staff to identify students experiencing financial hardship
• ensuring college practices align with the student [equity and wellbeing principles].

4.2 The Executive Director, Student Success is responsible for:

• holding strategic oversight of student financial support services
• approving loans in line with delegated limits (see section 3.3), including loans of $2,501-$5,000
• ensuring alignment with institutional priorities and compliance obligations.

4.3 The [Director, Specialist Student Support] is responsible for:

• managing the [Student Loan Fund] and maintaining procedural integrity
• overseeing the [Student Loans Committee] and coordinating periodic reviews and audits
• ensuring staff training, documentation, and reporting mechanisms are in place.

4.4 The Director, Management Accounting is responsible for:

• maintaining oversight and accountability for the [Student Loan Fund] through delegated governance structures
• ensuring internal controls and reporting are in place and effective.

4.5 The [Student Loans Committee] is responsible for:

• reviewing [Student Loan Fund] operations, compliance and risk
• recommending waivers of outstanding [Student Loan Fund] balances in proven hardship or [exceptional circumstances]
• advising on improvements to this procedure and associated policies.

4.6 The [Approving Officer (Student Care and International Student Support)] will:

• assess and approve loan applications in line with eligibility criteria and approved delegations (see section 3.3) setting loan conditions (amount, purpose and repayment schedule) within approved limits
• document decisions and communicate outcomes in a timely, transparent manner
• maintain secure records in accordance with Adelaide University’s [privacy and data management policies].

4.7 [Administrative staff] are responsible for:

• processing approved loans, issuing loan documentation, and arranging disbursement
• monitoring compliance with repayment conditions and issuing reminders
• maintaining loan records and a register of outstanding balances.

4.8 The [Student Loan Applicant] is required to: 

• submit complete and accurate loan applications with required documentation
• comply with repayment agreements and notify Adelaide University of any changes in financial circumstances
• engage with support services when experiencing financial distress.

Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

100% online program means students will complete the entire program online. All courses within a program are 100% online courses. Some learning activities will be scheduled at specific times to foster group engagement.

Approving officer means the staff authorised to assess and approve student loan applications.

International student means a person who is not a citizen of Australia or New Zealand and who does not hold permanent residency status in Australia.

Student means a person enrolled in an Enabling Program, award or non-award coursework study, a research program, a short course or microcredential at Adelaide University.

Student loan fund means Adelaide University’s internal fund for short-term student financial support.

Negative service indicator means a flag on a student record indicating outstanding obligations

Non-award enrolment means enrolment in courses that do not count toward a conferred program.

Student Loans Committee means the University committee responsible for overseeing the administration, compliance, and review of the Student Loan Fund. The Committee includes representatives from [Specialist Student Support], [Management Accounting], and other areas as determined by the Deputy Vice Chancellor – Student Experience & Success.

Unsatisfactory academic progress will be determined to have taken place if a student is not passing key components of a program, for example:

• A student fails a course for the second time.
• A student fails 50% or more of their courses in an academic review period where they undertake more than one course enrolment.
• A student fails a practice-based learning activity, where that failure constitutes failure in the course.

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

Legislation and other documents related to our procedure

For all delegations of authority at Adelaide University, see our [Delegation Policy].

History of changes

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.