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Student Fees Policy and Procedure

Revision Date: 11/03/2018 by Charter Australia

POLICY

Context

This document describes how Charter Australia administers student fees, charges and refunds, including the collection of student fees, the administration of student loans and the refund of student fees.
 

Definitions

Commencement date: the first day of the first teaching session of the course as identified on the Confirmation of Enrolment.
Deferral: a leave of absence that allows a student to complete their study at a later date, or allows an applicant to take up their offer to commence at a later date.
Domestic student: an Australian citizen, a New Zealand citizen, or a holder of an Australian permanent visa (holders of all categories of permanent resident visas including Humanitarian Visas).
International student: a student who is not a domestic student, and who may hold a student visa and is protected by the ESOS legislative framework.
Special circumstances: The circumstances under which a student is eligible for a refund of up-front fees paid after the deadline has passed.
Withdrawal: a formal procedure where a student decides to discontinue a course without the intention of returning or discontinues a subject with the intention of enrolling in it at a later date.
 

Scope

This policy applies to all applicants and currently enrolled students.
Note: the version of this policy in place at the time of a student’s letter of offer and associated terms and conditions will apply for the duration of their course, unless the student is otherwise notified of a change in the policy by email.
 

Determining student fees

Initial course fees are determined and approved by the CEO as part of a new course development business case and are applied to the first year of delivery of that course. Subsequent proposed increases are submitted for the approval by the CEO. It is expected that all course fees at Charter Australia will be subject to annual increases.
 

Charter Australia responsibilities

Charter Australia is responsible for:
  • providing accurate and accessible information to applicants and students about all student fees, including tuition fees, other fees and charges and invoice due dates;
  • reporting and publishing student fees as required by the relevant legislation;
  • providing accessible payment methods;
  • ensuring non-tuition fees meet the legislative requirements re. incidental fees and charges;
  • ensuring there are fair and equitable processes for the issuing of tuition fee refunds to students in accordance with relevant legislation and

Student Responsibilities

Charter Australia’s students are responsible for:
  • ensuring all information provided for the purpose of enrolment and fee collection is accurate, including subject enrolment records and personal information;
  • reading and acting on information about fees (including invoices) in a timely manner;
  • paying all fees and charges by the specified due date.
All student fees are required to be paid by a specified due date. Failure to pay outstanding fees will result in the cancellation of a student's enrolment.
 

Administration of student fees

The Administration team is responsible for the administration of student fees and charges.
  • Student fees will be invoiced in accordance with the enrolment as recorded in the training management system as well as the tuition fee published on Charter Australia’s
  • Each student’s invoice will be sent to their email address as recorded in the training management system.
  • Extensions to the payment deadline will only be approved in exceptional circumstances, and must be authorised by the CEO. Extensions will not exceed 60

Non-payment of fees and/or charges

Payment of tuition fees and other fees and charges by the due date is a condition of enrolment. Failure to pay all fees owing by the deadline may result in the student being prevented from:
  • accessing results
  • accessing online resources
  • enrolling in further study
  • accessing a Transcript of Results
  • graduating from Charter Australia
If a student fails to pay his or her fees by the required deadline, Charter Australia will notify him or her of the intention to cancel the enrolment and list any other penalties that apply as per the list above.
 

Protection of fees paid in advance (Applicable to domestic students only)

  • Charter Australia will not collect fees in advance in excess of $1,500
  • Fees paid in advance are those fees collected prior to course commencement

PROCEDURES

Refund of student fees: domestic students

  • Withdrawal 14 days or more before course or workshop commencement:
    • The student receives a full refund of tuition fees.
    • Notification for withdrawal or deferral must be received 14 days before course commencement by completing and returning the Application for Withdrawal or Application for Deferral forms to Charter Australia’s Head Office.
    • An Application for Refund form is also required. If a student doesn’t complete the Application for Refund, the refund will be held on their account as credit towards a future enrolment.
  • Withdrawal less than 14 days before course or workshop commencement:
    • There is no refund if a withdrawal is received less than 14 days before commencement.
  • Non-attendance:
    • There is no refund if a student fails to attend a course or workshop without prior notice.
  • Other Circumstances:
    • A student’s tuition fees will be refunded in part or in total as the resolution of a formal complaint or grievance under the Student Complaint Policy. Students must complete a Formal Complaint form and provide relevant documentary evidence. Please contact Charter Australia head office before completing the complaint form.
  • General
    • Refunds will be repaid to the person who originally paid the fees, including employers or third parties.
    • Refunds will be made within 10 working days from the date of request or the date of clearance of the original payment, whichever is the later.
    • Administration will record the refunds in the Student Records Management System.
    • The Finance Manager (or delegated nominee) will follow up unclaimed refunds within two weeks.

Provider default: domestic students

In the event that Charter Australia cancels a domestic student’s enrolment due to provider default, students will be notified in writing and will be given the option to:
  • transfer their enrolment to another course within Charter Australia or to another study period; or
  • be offered a place in a similar course of study leading to a comparable qualification with another nominated institution, with: (1) full credit for the subjects successfully completed at Charter Australia; and (2) without any requirement to pay the new provider fees for replacement subjects (that is, subjects that the student has commenced but not completed because the subject ceased to be offered); or
  • request a refund of prepaid tuition fees for those subject(s) not yet completed and/or commenced.
Requests for refunds of tuition fees will be processed within 10 working days of receiving the request unless a request to transfer enrolment to another course or study period is received from the student in writing during this period.
 

Refund of student fees: international students

Any request for a refund of any fees already paid must be made in writing to the CEO by using the Refund Request Form. The tuition fees will be refunded only under the following circumstances as stated below:

  • Enrolment/application fee is non-refundable unless visa is rejected.
  • Charter Australia will refund, within 28 days and without deduction, all tuition fees paid where the Charter Australia refuses the student's application for admission.
  • Charter Australia agrees to refund, within 28 days, 95% of all fees paid where the student produces the original student visa rejection letter from the Department of Immigration and Australian Citizenship.
  • If a student withdraws from a course 28 day or more before the course start date, and the student’s visa application has been granted, 70% of all tuition fees paid will be refunded.
  • If a student withdraws from a course less than 28 days before the course start date, and the student’s visa application has been granted, 50% of all tuition fees paid will be refunded.
  • If a student visa extension application is refused, Charter Australia will return the balance of unused tuition fees within 28 days.
  • NO REFUND will be made to any student who withdraws after the commencement of the course or during the course unless the student can provide a medical certificate or show evidence of extreme personal hardship.

Tuition fees will be not refunded under the following circumstances:

  • Where a Student’s enrolment is terminated for failure to comply with Charter Australia’s policies and procedures or with the requirements of their Student Visa.
  • A Student does not commence the course at the scheduled Start Date (i.e. does not attend and has not arranged with us for a late start on health or compassionate grounds).

No refunds will be paid to a third party unless it is indicated at the time the refund application is lodged that any refunds due are payable to a third party. Where a refund is approved, Charter Australia will make payment of refunds within 28 days of the receipt of the application for the refund.

Avenue for refund Refund / re-credit? Relevant process
By withdrawing from or deferring subject enrolments at least 28 days before the study period start date Yes Students choosing to withdraw at least 28 days before the term starts and who have already paid for the term will need to complete both an Application for Withdrawal or Application for Deferral form and an Application for Refund form. If a student does not complete the Application for Refund, the refund will be held on their account as credit towards a future enrolment. Note: Deferring or withdrawing may have an impact on the international students’ visa.
By lodging a formal complaint under the Student Complaints and Appeals Policy Subject to resolution of formal complaint or appeal A student’s tuition fees may be refunded in part or in total as the resolution of a formal complaint or grievance under the Student Complaints and Appeals Policy. Students must submit written formal complaint and provide and provide relevant documentary evidence. Note: Deferring or withdrawing may have an impact on international students’ visa.

A student’s tuition fees may be refunded in part or in total as the resolution of a formal complaint or grievance under the Student Complaints and Appeals Policy. Students must submit written formal complaint and provide and provide relevant documentary evidence.

Note: Deferring or withdrawing may have an impact on international students’ visa.The student will be notified in writing of the outcome of their refund request within 10 working days of receipt of the application.

Students transferring to another course offered by Charter Australia or partner institution may have their tuition fees applied directly to the new course if written authorisation signed by the student has been received.

All other refund payments will be issued to the person or organisation that initially paid the tuition fees. Any tuition fees received from Education Agents will be returned directly to the student. Refunds will be made within 28 working days from the date of request or the date of clearance of the original payment, whichever is later. However, in cases of unsuccessful visa application or provider default the student will be refunded in two weeks.

Refunds will be made in Australian dollars and usually by the original payment method.

If the refund application is rejected, the student will have an option to appeal the decision within 20 working days after receiving the notification. Refer to the Student Complaint and Appeals Policy for details. Student Services records the outcome of the application in the Student Records Management System.

Refunds due to student default

  • Charter Australia’s written agreement/acceptance of offer will include refund requirements in the case of student default.
  • Charter Australia will notify the Department of Education Secretary and TPS Director of student default within five working days of the default occurring.

If Charter Australia does not have a compliant written agreement, or if a student’s visa is refused (except in circumstances described under 47D(5) of the ESOS ACT 2000), refunds are calculated as per 47E (4) of the ESOS ACT 2000, Education Services for Overseas Students (Calculation of Refund) Specification 2014.

Provider default: international students

In the event that Charter Australia cancels an international student’s enrolment due to provider default, students will be notified in writing and will be given the option to:

  • receive a refund of all unused portion of prepaid tuition fees within two weeks of the date of provider default. Charter Australia will also give the student a statement that explains how the refund amount has been calculated; or enrol in an alternative course at Charter Australia or at another provider at no extra
  • The student has the right to choose whether they prefer a refund of the unused portion of prepaid tuition fees, or to accept a place in another course. If the student chooses placement in an alternative course with Charter Australia, the student will be issued with a new Letter of Offer and Written Agreement. The student must accept the offer following the Admissions
  • If Charter Australia is unable to provide a refund or place the student in an alternative course, the Tuition Protection Services (TPS) administered by the Director of TPS will place the student in a suitable alternative course at no extra cost to the student. Finally, if TPS cannot place the student in a suitable alternative course, the student will be eligible for a refund as calculated by the Fund

Appeals

The Student Complaints Policy outlines the appeal mechanism available to students who are not satisfied with determinations made by Charter Australia regarding tuition fees. However, the availability of the internal appeal processes does not remove the right of the student to take action under Australia’s consumer protection laws. References Education Services for Overseas Students Act 2000.