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REFUND POLICY FOR VET FEE-HELP STUDENTS

PURPOSE

The purpose of this policy is to provide refund guidelines for all potential students and for students who are currently enrolled at the Ella Baché College of Skin and Beauty Therapy.

SCOPE

This policy relates to domestic students accessing VET FEE-HELP arrangements.

POLICY

This refund policy will be made available to students and persons seeking to enrol with the Ella Baché College of Skin and Beauty Therapy by publication in the Student Handbook and on the College’s website (www.ellabachecollege.edu.au).

Ella Baché College of Skin and Beauty Therapy will conduct the refund procedure in compliance with Schedule 1A of the Higher Education Support Act 2003 and the VET Provider Guidelines.

The College will:

  • Set a census date for each VET unit of study that is no earlier than 20% of the way through the VET unit of study;
  • Ensure that all students are informed of the census date for each VET unit of study
  • Ensure that all students are informed of the review procedures for the re-crediting of a FEE-HELP balance.
  • Publish the census date on the College website
  • Advise students that it is their responsibility to inform themselves of the census date

Students wishing to withdraw and who lodge a Deferral or Withdrawal Application on or before the census date for a unit of study will be withdrawn or granted a deferral without financial penalty from any unit in which they were enrolled.  They will not incur a VET FEE-HELP debt for the unit. Any fees paid for the unit will be refunded or carried forward until their return to study.

Students who lodge a Deferral or Withdrawal Application from a course or units of study after the census date will incur a VET FEE-HELP debt for those units and / or remain liable for tuition fees.

A student may apply to have their VET FEE-HELP balance re-credited if the student withdraws from a unit of study after the census date, or has been unable to complete the requirements of the unit of study and believes this is due to special circumstances.

The College will re-credit the student’s VET FEE-HELP balance if it is satisfied that special circumstances apply that:

  1. Are beyond the student’s control; and
  2. Did not make their full impact on the student until on or after the census date for the VET unit(s) of study in question; and
  3. Make it impractical for the student to complete the requirements for the VET unit(s) of study in question.

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

A student must apply in writing for re crediting of the VET FEE HELP balance within 12 months from the date of withdrawal from the unit of study or the date of receiving their final results for the unit of Study.  The College may exercise its discretion to waive this requirement if it feels that it was not possible for the application to be made before the end of the 12 month period

If the College cancels a student’s enrolment based on a course no longer being offered, or a course not being offered for a particular term, or other provider fault, students will be notified in writing and will be given the option to transfer their enrolment to another course and / or term or request a full refund of their tuition fees.

Requests for a full re credit of VET FEE HELP Balance will be processed within 20 working days of the provider default unless a request to transfer enrolment to another course or term has been received from the student in writing during this period.


PROCEDURES FOR VET FEE-HELP STUDENTS

Refund Process

  1.  When a student withdraws from a VET unit of study, the College shall confirm the withdrawal by giving notice to the student in writing stating the date at which the withdrawal has taken effect
  2. When a student fails to meet the requirements of a VET unit of study, the College shall confirm the failure by giving notice to the student in writing of the final result for that VET unit of study after results have been issued
  3. The student must apply in writing to the Administration and Compliance within 12 months from the date specified in the notice as the day of withdrawal or the date of receiving their final results for the VET unit of study.  The College 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.

Initial applications for the re-crediting of a student’s VET FEE-HELP balance are to be made, in writing, to the Administration and Compliance Manager.

  1. The Administration and Compliance Manager shall advise the student of the outcome of the application within 28 days stating the reasons for the decision and of the student’s rights for a review of the decision if they are not satisfied with its outcome.
  2. The Principal will consider the application and will agree to recommend such requests if they are satisfied that there were special circumstances in the student’s case.  The Head of Education will review recommendations and make a final decision. If the application is successful, the College will re-credit the student’s FEE-HELP balance with an amount equal to the amounts of VET FEE-HELP assistance that the student has received for the affected VET units of study and the student’s VET FEE-HELP debt for those VET units of study will be removed.

Review of Decision

  1. If a student is not satisfied with the decision made by the Head of Education in relation to re-crediting their Fee-Help balance they may request a review of the decision.
  2. The request must be submitted to the Head of Education in writing and:
    -   Must be lodged within 28 days of receiving notice of the original decision      
    - Must specify the reasons for making the request; and emailed   study@ellabachecollege.edu.au:
  3. The Head of Education will acknowledge receipt of an application for the review in writing and inform the student that if he or she has not received a response within 45 days it is to be taken that the original decision has been confirmed.
    This notice shall also advise the applicant that they have the right to apply to the Administrative Appeals Tribunal for a review of the decision and will provide the contact details of the closest Administrative Appeals Tribunal Registry and the approximate costs of lodging an appeal.
  4. The Head of Education will:
    Seek all relevant information from the person who made the original decision;
    - Review the case within 3 weeks and advise the student of the decision in writing giving the reasons for the reviewer’s decision.
  5. The Head of Education may confirm the decision, vary the decision or set the decision aside and substitute a new decision.
  6. The Administration and Compliance Manager will give written notice of the decision setting out the reasons for the decision and advising of the right to apply to the Administrative Appeals Tribunal for a review of the decision.
  7. If students wish to further appeal this decision they may lodge an appeal with the Administrative Appeals Tribunal (AAT). As at 1 June 2014 the fee to lodge an application with the AAT for the review of a decision is $816 (GST exempt). Please refer to the Administrative Appeals Tribunal website http://www.aat.gov.au/ for contact details in each state and territory.
  8. The student may supply additional information to the Administrative Appeals Tribunal which they did not previously supply to the College either in the original application or the request for review.
  9. The Secretary of the Australian Government Department of Education, or the Secretary’s delegate, will be the respondent for cases that are brought before the AAT.  Upon the Department of Education’s receipt of a notification from the AAT, the Department will notify the College that an appeal has been lodged. Upon receipt of this notification from the Department, the Head of Education will provide the Department with copies of all the documents they hold that are relevant to the appeal within 5 business days.

DOCUMENTS

· Withdrawal Form

· Application for Re-credit (remission) of VET FEE-HELP Debt