Refund Policy

Fact box

  • Policy owner: Vice President Operations
  • Policy category: Management: Finance
  • Policy status: Approved
  • Approval body: Council
  • Endorsement body: Executive Committee
  • Related policies:
  • Last amended: 11th May 2018

Purpose

The purpose of this policy is to outline procedures related to refund of fees for Alphacrucis College (AC) students.

Scope

All VET and HE students

Policy

DOMESTIC STUDENTS

Refund of Tuition Fees when Student Withdraws before Census Date

Withdrawing from a subject or unit prior to the census date for that semester is permitted without affecting the student's transcript and fees will be refunded in full. The student must submit the online Variation of Enrolment form to indicate withdrawal.

Refund of Tuition Fees when Student Withdraws after Census Date

A student who withdraws from a subject or unit after the census date will receive a fail grade on his or her transcript and is not entitled to a refund.

Exceptional Circumstances for Refunds when Students Apply to Withdraw after Census Date

A refund may be granted to a student who makes changes to, or withdraws from a subject or unit, after census date, provided evidence is supplied that the student had ceased attendance by the census date, and was unable to notify AC for reasons beyond his or her control.

An application for a refund after census date will only be considered where AC is satisfied that the circumstances were:

  • beyond the student’s control; and
  • did not make a full impact on the student until on or after the census date, and
  • were such that it made it impracticable for the student to complete the subject(s) or units(s) of study requirements.

Re-crediting FEE-HELP/VET Student Loans balance

A students who withdraws from a course and has received FEE-HELP/VET Student Loans assistance, will have their FEE-HELP/VET Student Loans balance re-credited with the amount equal to the amount of FEE-HELP/VET Student Loans assistance that they received for a subject or unit, if:

  • the student withdraws on or before the census date; or
  • the student applies in writing within 12 months after the commencement of the subject or unit and AC is satisfied that special circumstances apply to the student.

Circumstances where a refund will not be granted

Fail a subject or unit or do not attend classes

If a student fails a subject(s) or unit(s), s/he will still be charged for that subject(s) or unit(s), regardless of whether or not the student attended classes or accessed the class content on Moodle. If the student did not formally withdraw before census date, s/he will still be charged for the affected subject(s) or unit(s).

Please note, special circumstances do not include a lack of knowledge or understanding of the census dates or AC’s enrolment and withdrawal processes. Also, if a student withdraws from a subject or unit after the census date because s/he changed their mind about studying, the student is still required to repay the debt for that subject(s) or unit(s).

INTERNATIONAL STUDENTS

Miscellaneous Fees for International Students

Application fees and any accommodation booking fee and/or airport pick-up fees are non-refundable.

Refund of Tuition Fees

Tuition fees are refunded in full where:

  • the student’s visa application is rejected; or
  • the student is unable to commence their course because of a serious and prolonged illness, disability or death of an immediate family member; or
  • the offer of a place is withdrawn; or
  • the course which was applied for ceases to be offered by AC.

Tuition fees will not be refunded wherethe international student has:

  • supplied fraudulent, forged or deliberately misleading information and/or documentation to AC; or
  • had their enrolment terminated due to either academic or behavioural misconduct for the session in which the misconduct occurred; or
  • failed to notify their request for refund within 90 days of the end of the session in which the tuition fee was applicable; or
  • had their CoE cancelled due to non-commencement of studies, lack of academic progression, failure to attend the required classes or other reasons within the student’s control; or
  • submitted the request for withdrawal from the subject(s) or unit(s) after the census date of the course; or
  • when a student is enrolled in a package course and has not yet commenced their principal course, a refund will not be available on any deposit or advance payment of tuition fees for their principal course.

Exceptional Circumstances

A refund may be granted to a student who makes changes to, or withdraws from a subject or unit, after census date, provided evidence is supplied that the student had ceased attendance by the census date, and was unable to notify AC for reasons beyond his or her control.

An application for a refund after census date will only be considered where AC is satisfied that the circumstances were:

  • beyond the student’s control; and
  • did not make their full impact on the student until on or after the census date; and
  • such that it made it impracticable for the student to complete the subject(s) or units(s) of study requirements.

Refund Schedule

If the international student is eligible for a refund and withdraws prior to the commencement of a course, the following refund schedule applies:

  • If the request for withdrawal is received 28 days or more before the commencement of the course, 90% of pre-paid tuition fees will be refunded.
  • If the request for withdrawal is received less than 28 days before the commencement of the course, 75% of pre-paid tuition fees will be refunded.

If the international student is eligible for a refund and withdraws after the commencement of a course, the following refund schedule applies:

  • If the request for withdrawal is received prior to the census date of the course, 50% of pre-paid tuition fees will be refunded.
  • If the request for withdrawal is received after the census date of the course, 0% of pre-paid tuition fees will be refunded.

Payment of Tuition Fees

International students are required to pay tuition fees prior to the commencement of studies. If, after the census date of enrolled subjects or units, a student’s tuition fees are not paid, or the student has not made alternate arrangements, then the student will be notified of AC’s intention to report them to the Department of Home Affairs.

Package Courses with Business Partners

For a package course (usually a VET and HE course package), the initial course may be offered by the business partner but the principal course must be with AC. International students taking package courses are required to pay the first semester’s fees for both the initial course and the principal course of their package.

For package courses with business partners, the refund of fees for the initial course will be governed by the policies of the business partner. The refund of fees for the principal course (which must be with AC) will be governed by this refund policy.

Responsible for implementation

Vice President Operations

Key stakeholders

Faculty, students

Related documents

Withdrawal and Refund Request Forms

Student Affairs Committee Application Form


Procedures

Refund Procedures

Refunds are not automatic - where a refund is due the student must complete two processes to receive a refund:

a) the student must notify AC in writing of their intention to withdraw; and

b) the student must seek a refund.

a) Written Notice of Intention to Change or Withdraw from Courses, Subjects or Units

Students wanting to change their course or to change or withdraw their enrolment in a specific subject or unit after their initial nomination should complete a Variation of Enrolment form, available on the AC’s website.

Students applying for ‘special consideration’ to withdraw after the census date must apply in writing to the Student Affairs Committee. The application will be considered either by VETSAC or HESAC and if approved the student can apply for a refund.

AND

b) Seeking a Refund

The student must formally request a refund by completing AC’s Online Refund Request Form. This must be included with the written notice of intention to withdraw or received by Registry within 30 days of this written notice.

If an international student is seeking a refund prior to commencing study with AC because of a visa rejection, the student must provide AC with written notification and a copy of documents evidencing the refusal including an original letter from the Australian Embassy, High Commission or Immigration Office.

Transfer of Fees

AC will not authorise the transfer of fees to other institutions or any other student’s account. Refunds for students will be completed in the same method by which the fees were originally paid, and must be refunded to the country of origin, if applicable – for example, where fees are paid by Electronic Funds Transfer (EFT), they may only be refunded to the originating bank account. If a third party such as a sponsor or scholarship agency paid for the student fees, any refund will be paid to the third party.

Bank charges for refunds made by cheque, bank draft or electronic transfer may be deducted from the refund amount.

All refunds will be made within 28 days after AC receives a written refund claim. The amount of the refund made will be in accordance with the refund schedules above.

Refund Complaints Process

Student complaints in relation to refunds are processed using the AC grievance and appeals procedures. AC dispute resolution processes do not circumscribe the student’s right to pursue other legal remedies; students may take further action under Australia’s Consumer Protection Law.