Fees and Refund Policy & Procedure


Purpose
Definitions
Policy
Procedure
1. Student fees
2. Refunds
Document Control

Purpose

The purpose of this policy and procedure is to outline Global Training Academy’s approach to managing fees and refunds and to demonstrate how fees paid in advance are protected by Global Training Academy.

This complies with Clauses 5.3, 7.3 and Schedule 6 of the Standards.

Definitions

ASQA means Australian Skills Quality Authority, the national VET regulator and the RTO’s registering body

Standards means the Standards for Registered Training Organisations (RTOs) 2015 from the VET Quality Framework

Policy

Note this policy has been written to comply with the requirements for Global Training Academy who are not government entities and Australian universities. Adjust accordingly (in line with Clauses 5.3 and 7.3 of the Standards).

1. Protection of fees paid in advance

Global Training Academy protects the fees that are paid in advance by students.

  • Global Training Academy does not require a student to ever pay more than $1500 in advance for services not yet provided, either prior to course commencement or at any stage during their course. Fees will be paid off during the course in instalments according to an agreed set payment plan.

2. Fees and refund information

Prospective and current students are advised of the fees associated with a course on the relevant Course Outline and on the Student Agreement.  In compliance with Clause 5.3 of the Standards, this is provided prior to enrolment or commencement of training, whichever is first. Fee information includes:

  • All relevant fee information including fees that must be paid and payment terms
  • Deposits and refund information and conditions relating to these
  • The learners rights as a consumer including any cooling off period

Refund information is outlined on the Student Agreement and in the Student Handbook.

3. Inclusions in course fees

Unless otherwise specified, course fees include all the training and assessment required for students to achieve the qualification or course in which they are enrolling.

  • Course fees do not include required text books and learning materials. These are at an additional cost, as outlined on the Course Outline. Textbooks can either be purchased from Global Training Academy or external textbook providers as indicated on the Student Agreement.

Course fees include the issuance of a testamur and record of results and/or statement of attainment. For additional copies or re-issuing of any of these documents an additional fee is applicable. This fee is currently $50 per request.

4. Late payments

Students who are experiencing difficulty in paying their fees are invited to call our office to make alternative arrangements for payment during their period of difficulty.

Debts will be referred to a debt collection agency where fees are more than 40 days past due. Global Training Academy reserves the right to suspend the provision of training and/or other services until fees are brought up to date. Students with long term outstanding accounts may be withdrawn from their course if payments have not been received and no alternative arrangements for payment have been made.

5. Refunds

All course fees, include a non-refundable deposit / enrolment fee which is outlined on the Course Outline.  The deposit is non-refundable except in the unlikely situation Global Training Academy is required to cancel a course due to insufficient numbers or for other unforeseen circumstances.  In this case, students will receive a full refund of their deposit.

Students who withdraw from a course and wish to seek a refund or have the amount they owe on their fees reduced, must apply to Global Training Academy in writing, outlining the details and reason for their request.  Students who have not completed a withdrawal form are not eligible for consideration of a refund or reduction in fees.

Eligibility for a refund will be assessed based on the services provided to the student and the costs incurred by Global Training Academy in order to provide those services to the student.

The outcome of the refund assessment will be provided in writing to the student’s registered address, outlining the decision and reasons for the decision along with any applicable refund or adjustment notice. Refund assessments can be appealed following our Complaints and Appeals Policy and Procedure.

Procedures

1. Student fees

Procedure

Responsibility
A. Deposit invoices

  • All students should pay their deposit/enrolment fee upon enrolment, preferably prior to course commencement. Raise an invoice for the amount in line with the payment schedule for the relevant course.
  • Students have 14 days to pay an invoice.
  • Keep a copy of the invoice on the student’s file.
CEO/GM
B. Fee instalment invoices

  • Charge fee instalments in line with the relevant payment schedule for the course.
  • Students have 14 days to pay an invoice.
  • Keep a copy of the invoice on the student’s file.
CEO/ GM
C. Receiving payments

  • Payments may be made by EFTPOS, cash, direct bank transfer, credit card or direct debit.
  • Record payments against the relevant invoice on (insert name of financial system.)
  • Provide the student with an official tax receipt.
CEO/ GM

 

D. Managing overdue fees

  • Send out statements monthly to students to show outstanding fees.
  • Call students where payments are more than 14 days overdue.
  • Any student with an invoice over 40 days past due should be referred to the debt collection agency.
  • Refer to the CEO about suspending training until fees are brought up to date. If training is suspended send a letter to the student advising of suspension until payment is made. Advise Trainer/Assessor.
  • Where fees continue to be unpaid, refer to CEO to consider withdrawal.
CEO/ GM

 

2. Refunds

Procedure

Responsibility

E. Processing refunds

  • If a course is cancelled by Global Training Academy, students who have enrolled and paid their deposit/enrolment fee should be automatically issued a refund. Notify them in writing and issue refund. Record on file.
  • Students who withdraw from their course and seek a refund are to make a request for a refund in writing. (You could also make this an automatic process whenever a student withdraws. Update policy accordingly if required.)
  • To make an assessment of a refund due, consider the services the student has received. Consider the following:
    • Deposit/enrolment fee is non-refundable – this covers administration time for enrolment and induction process.
    • Text books provided
    • Training received – number of classes attended, visits received, online training
    • Individual support provided by the trainer/assessor
    • Assessments marked
  • Consider the costs incurred by Global Training Academy as per above, plus the fees paid by the student to calculate an suitable refund. Refund assessments are to be approved by CEO
  • Notify the student in writing of the outcome of the refund assessment and make payment of refund where applicable.
  • Keep a copy of the refund assessment on the student’s file.
CEO/ GM

 

Document Control

Document No. & Name: SC15 – Fees & Refunds P&P
Quality Area: Students and Clients
Author: Global Training Academy
Status: Approved
Approved By: CEO, Global Training Academy
Approval Date:

03.02.2016

Review Date: One year after approval
Standards: Clause 5.3 of Standard 5; Clause 7.3 of Standard 7; Schedule 6.