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Encumbrances

What is an Encumbrance?

Encumbrances restrict a student’s access to one or more of the following services:

  • Library borrowing and other library services;
  • Access to Monash South Africa’s computer system, including internet and e-mail;
  • Access to enrolment records, examination results d academic transcripts;
  • Graduation will be suspended until the outstanding debt is cleared.

Encumbrances are activated by the non payment of:

  • Tuition fees
  • On-campus accommodation charges
  • Library fines
  • Scheduled student loan repayments
  • Fines

Encumbered students will be informed in writing that if:

  • No payment is made;
  • Nor any contact with Monash South Africa is made concerning their debt;

their enrolment will ultimately be invalidated (i.e cancelled)

Encumbrances

If a student have any outstanding debt and they have not paid this debit by the specified due date/time on their final notice, their enrolment will be encumbered. The encumbrance will prevent;

  • Access to the library and all other library related services.
  • Access to Monash South Africa’s computer systems, including Internet and email.
  • Access to enrolment records, examination results and academic transcripts.
  • Graduation will be suspended until the outstanding debt is cleared.

Encumbered students will be informed that if no payment is made nor any contact made with MONASH SOUTH AFRICA concerning their debt, their enrolment will ultimately be cancelled (i.e. invalidated).

Invalidation for non-payment of fees authority

Authority for invalidation is provided in University regulations made pursuant to Statute 6.1.1 - University entrance and admission to courses:
“Subject to sections 8.7 and 8.9, any enrolment or re-enrolment of a person who is liable to pay but does not pay a fee by the due date, is by force of these regulations invalidated.” [section 8.6]

Invalidated students do not have access to full academic history. However, such students may wish to attend another university and require evidence of completed study at Monash and provision is made in the Regulations:
“While a fee remains unpaid the person liable to pay the fee may not obtain a transcript of or other document relating to his or her academic record or be awarded a degree, diploma or certificate.” [section 8.5]
“Despite subsection 8.5, a person may obtain a transcript of or other document relating to his or her academic record in respect of any period of study for which a fee was payable and paid.” [section 8.5A]

Invalidation process

Invalidation of a student’s enrolment will occur at a fixed time in relation to final notices. The student may be invalidated at any time throughout a semester, 30 days after the notification date shown on their final notice.

Invalidated students who seek a full academic transcript should pay the outstanding debt and the reinstatement fee (refer to www.monash.ac.za/fees) before the removal of the Invalidation status. This then allows for generation of a complete academic transcript.

Amounts and nature of debts that cause invalidation

Invalidation may be invoked in the following cases:

  • Outstanding course fees where the outstanding value is R500 or greater.
  • Outstanding accommodation fees where the outstanding value is R500 or greater.

Reinstatement

Where an invalidated student seeks reinstatement to continue their study at Monash South Africa, they must pay:

  • All outstanding debt that has caused invalidation, but if the exact amount cannot be identified for lack of recorded information, then this requirement may be waived.
  • The reinstatement fee

Once all payments have been made, students seeking to continue their course in the current semester will also be conditional to approval from the students’ respective School and if the request has been received within 10 working days of the invalidation principal date published.

A reinstated student’s account will only be activated after 48 – 60 hours.

Transcripts

Where an invalidated student wishes to obtain an academic transcript without seeking re-admission to study at MONASH SOUTH AFRICA, an academic transcript will be issued upon payment of outstanding debt, the reinstatement fee and the academic transcripts fee to MONASH SOUTH AFRICA.

International students

Where an international student’s account is invalidated, Student Services are obliged to inform the Department of Immigration and Home Affairs breach of student visa conditions.