Refund Policy

PURPOSE

This policy details when, how, and in what amount Leaders Institute (LI) will refund tuition and other fees specified in the LI Schedule of Fees. LI adheres to Commonwealth and State legislation, including refund of tuition fees and re-crediting of FEE-HELP debt.

Please note: LI is not currently approved for FEE-HELP.

SCOPE

All current and prospective students

PRINCIPLES

LI’s principles regarding refunds includes:

• complying with all regulatory and legislative requirements;

• ensuring students understand when, how, and in what amount their fees will be refunded by LI;

• ensuring that fair, equitable, and transparent policies are in place regarding payment of any monies to LI.

   

DEFINITIONS

Census date: the date when a student’s enrolment is finalised. If a student withdraws after census date they must pay fees.

Compelling or compassionate circumstances: are those beyond the control of the student and which have an impact upon the student’s course progress or wellbeing such as: 

• serious illness or injury, where a medical certificate states that the student was unable to attend classes;

• death of close family members such as parents or grandparents (where a death certificate should be provided);

• major political upheaval or natural disaster in the home country requiring emergency travel which has affected on the student’s studies;

• traumatic experience that has impacted on the student which could include involvement in or witnessing of a serious accident or witnessing or being the victim of a serious crime. Such cases should be supported by police or psychologists’ reports.

• requirements in their workplace, transfers or changes in positions; this will require advice from their employer;

• where LI is unable to offer a pre-requisite unit; or

• inability to begin studying on the course commencement date due to delay in receiving a student visa.

Domestic student: a student who is one of the following:

• Australian citizen (including Australian citizens with dual citizenship); or

• New Zealand citizen; or

• permanent humanitarian visa holder; or

• holder of a permanent visa other than a permanent humanitarian visa.

Enrolment period: semester or session where appropriate.

Exceptional circumstances: involve something that:

• was beyond the student’s control; and

• did not make their full impact on the student until on or after the census date; and

• made it impracticable for the student to complete the units(s) requirements.

  
  

FEE-HELP: a loan scheme offered by the Australian government only to domestic students to help eligible fee-paying students to pay all or part of their tuition fees.

Fees: includes all fees, fines, and charges payable as specified in fee schedules.

International student: a student who is:

• studying in Australia for an Australian High Education Qualification at a register provider;

• who is not an Australian Citizen or Australian permanent citizen of a New Zealand Citizen; and

• may or will hold an Australian student visa whilst studying in Australia with an overseas student visa.

Prospective student: generally a person who is thinking about lodging an application to study a particular course.

Student Offer Letter: the offer of a place in a course to a successful applicant.

Tuition fee: the fee for enrolment in a course determined by LI, and advised in the Letter of Offer, as being the tuition fees for the course (per semester).

Unit: a discrete unit of study, where a combination of units makes up a course.

Withdrawal: a formal procedure where a student decides to discontinue a course without the intention of returning or discontinues a unit with the intention of enrolling in it later.

REFUNDS FOR DOMESTIC STUDENT NOT ELIGBLE FOR FEE-HELP

• if a domestic student withdraws from a unit or takes a leave of absence on or before the census date for that unit, LI will refund 100% of tuition fees paid for that unit, within 28 days of the census date of the unit to which the withdrawal applies;

• if a domestic student withdraws from a unit after census date for that unit, no refund is applicable unless evidence of exceptional, compelling, or compassionate circumstances is provided;

• if a domestic student defers, suspends, or cancels their course on or before census date for that course, a non-refundable administrative fee of $500 is due to recover administrative expenditure incurred.

INTERNATIONAL STUDENT REFUNDS

LI will refund 100% of tuition fees paid where:

• the student’s visa application is refused; or

• the student is unable to commence their course based on exceptional, compelling, or compassionate circumstances; or

• the offer of a place is withdrawn by LI; or

• the course which was applied for ceases to be offered by LI.

An international student who defaults is not eligible to a refund of tuition or other fees. A student defaults when the student has:

• supplied fraudulent, forged or deliberately misleading information and/or documentation to LI; or

• had their enrolment cancelled due to either academic or behavioural misconduct during the semester in which the misconduct occurred; or

• failed to notify their request for refund within 90 days of the end of the semester in which the tuition fee was applicable; or

• had their Confirmation of Enrolment (CoE) cancelled due to non-commencement of studies, lack of academic progress, failure to attend the required classes or other reasons within the student’s control; or

• submitted the request for withdrawal from unit(s) after the census date and cannot demonstrate exceptional, compelling, or compassionate circumstances.

If an international student defers commencement of their course, a non-refundable $2,000 deposit component of tuition fees is due before commencement to recover administrative expenditure incurred. The relevant semester’s fees will be reduced by this amount after commencement.

If an international student cancels their course enrolment less than 28 days before the commencement of the course, a non-refundable $2,000 deposit component of tuition fees is due before commencement to recover administrative expenditure incurred.

If an international student takes a leave of absence on or before census date, LI will refund 100% of tuition fees paid for that unit, within 28 days of the census date of the unit to which the leave of absence applies.

After census date, no tuition fees for the unit will be refunded unless evidence of exceptional, compelling, or compassionate circumstances is provided.

Package Courses

For a package course, the initial course may be offered by the business partner, but the principal course must be with LI. 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, the refund of fees for the principal course (which must be with LI) will be governed by this policy.

Refund of Overseas Student Health Cover (OSHC)

A student may apply for a refund of the paid but unexpired portion of their OSHC premium where the student:

• paid their OSHC premium but did not come to Australia;

• could not/did not extend their student visa;

• returned to their home country before the end of their approved stay for reasons beyond their control;

• has completed their studies at the LI and are returning home; or

• has been granted Permanent Resident status in Australia.

Where monies for OSHC are held by LI, the refund will be processed by LI.

Exceptional Circumstances

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

LI will be satisfied that a student’s circumstances are beyond the student’s control if a situation occurs that a reasonable person would consider is not due to the person’s action or inaction, either direct or indirect, and for which the student is not responsible. The situation must be unusual, uncommon, or abnormal.

Each application is examined and determined on its merits by considering a student’s claim together with independent supporting documentation substantiating the claim.

Re–Crediting FEE-HELP Debt

Once approved for FEE-HELP, LI will comply with the Higher Education Provider Guidelines 2012 and the Higher Education Support Act 2003 (the Act). LI will re-credit a student’s HELP balance with an amount equal to the amounts of FEE-HELP assistance that the student received for a unit if the person has been enrolled in the unit with LI. Students that were enrolled in FEE-HELP enabled course can also request to have their HELP balance re-credited if they are no longer enrolled. This policy applies where a student withdraws from a unit after census date or where the student has not completed the requirements for a unit.

LI ensures:

• fair and equitable processes regarding payment of any monies to the Institute;

• that students understand that if they elect to use FEE-HELP, they will incur a FEE-HELP debt if they remain enrolled at the end of the census date as per section 104-1(1)(g) of the Act;

• that students understand that they may apply to have their FEE-HELP debt re-credited if the student:

o  withdraws from a unit after the census date, OR

o  has been unable to successfully complete a unit, OR

o  believes this was due to special circumstances.

LI students under FEE-HELP are responsible for:

• liaising with LI staff regarding any change of circumstances that may affect their ability to complete a unit;

• withdrawing from a unit on or before the census date, as required by section 169-15(3) of the Act;

• applying for consideration of ‘special circumstances’ as soon as the ‘special circumstances’ are known.

The Finance Manager (or delegated representative) is responsible for:

• accepting and providing acknowledgement of receipt of the application to re-credit FEE-HELP balance;

• advising the student of the outcome of the application within 28 days stating the reasons for the decision;

• advising the student of their rights for a review of the decision if they are not satisfied with its outcome.

The President (or delegated representative) is responsible for:

• accepting and acknowledging of receipt of an application for review of the original decision related to a -re-credit of FEE-HELP balance in writing;

• seeking all relevant information from the Finance Manager (or delegated representative) who made the original decision;

• reviewing the case within three weeks of advising the student of the decision in writing, giving the reasons for the reviewer’s decision.

PROCEDURES

Students must pay any prescribed fees by the due date. Failure to do so may result in cancellation of enrolment.

Students of LI who wish to withdraw from a unit or course must do so in writing using the Changes to Course or Unit Form which is available from LI staff or the LI website. LI has a non-refundable fee component which is reflected on its registration form at the time of enrolment and is clearly defined and identified in the student written agreement. Non-refundable fees are in accordance with the refund schedule published on the LI website.

Where LI deems a student is in default LI will issue a written notice of intention to cancel the student’s enrolment. The notice will include reasons and will inform the student of their right to appeal.

Seeking a Refund

If an international student is seeking a refund prior to commencing study with LI because of a visa rejection, the student must provide LI 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

LI 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. If the initial bank account has been closed since the original payment, evidence of closure must be provided.

All refunds will be made within 28 days after LI receives the completed Refund Request Form. The amount of the refund made will be in accordance with the refund schedule published on the LI website.

Appeals Process

Current and prospective student complaints in relation to refunds are processed according to the Complaints, Grievances, and Appeals Policy. There are no charges for this process. LI’s appeals processes do not circumscribe the student’s right to pursue other legal options. Students may take further action under Australia’s Consumer Protection Law.

Re-Crediting FEE-HELP Assistance

In the case of re-crediting FEE-HELP assistance, the Institute will:

• set a census date for each unit that is no earlier than 20% of the way through the unit;

• ensure that all students are informed of the census date for each unit in the manner and by the date prescribed in the Administration Guidelines 2012;

• ensure that all students are informed of the procedures for the re-crediting of a FEE-HELP debt;

• confirm a student’s withdrawal from a unit when the appropriate form has been received, by giving notice to the student in writing stating the date at which the withdrawal has taken effect;

• advise that a student has failed to meet the requirements of a unit, by giving notice to the student in writing of the result for that unit, after the results for the unit have been properly approved.

If a student withdraws from a unit on or before the published census date for that unit, the student will not incur a FEE-HELP debt for that unit.

If a student withdraws from a unit after the published census date for that unit, the student will incur a FEE-HELP debt for that unit.

A student who has incurred a FEE-HELP debt for a unit may apply to have their FEE-HELP debt re-credited for the affected unit(s) if they believe that special circumstances apply.

If a student withdraws from a unit after census date for that unit or has been unable to successfully complete a unit and believes this was due to special circumstances, then the student may apply to have their FEE-HELP debt re-credited for the affected unit(s).

Application Process

1. The student must apply in writing to the Finance Manager (or delegated representative), using the Re-Credit of FEE-HELP Debt Application Form, within 12 months from the date specified in the notice as the day of withdrawal, or if the student has not withdrawn, the date of receiving their final results for the unit. LI may exercise its discretion to waive this requirement if in its opinion it was not possible for the application to be made before the end of the 12-month period.

2. The Finance Manager (or delegated representative) will consider the application on its merits and by examining the supporting evidence.

3. The Finance Manager (or delegated representative) shall advise the student of the outcome of the application within 28 days stating the reasons for the decision and advise the student of their rights for a review of the decision if they are not satisfied with its outcome.

4. If the application is successful, LI will notify the Department of Education and will re-credit the student’s FEE-HELP debt with an amount equal to the amounts of FEE-HELP assistance that the student has received for the affected units of study, and the student’s FEE-HELP debt for those units will be removed.

A student who withdraws after the census date for a unit may apply for special consideration following the special consideration procedures.