Fees, Charges and Refunds Policy

Reference Code: SPL0011 Classification: Student Services
Approved Date
01 Dec 2017
Date Effective
01 Dec 2017
Review Date
20 June 2020
Approved By
Academic Board

Definitions

Word/Term

Definition

Census date 

(for award courses)

The official deadline for finalising enrolment and fees in a course/subject. NTI determines a census date for each course/subject.

Course start date

For English Language Centre students: this is the first day of lessons stated on the Letter of Offer.

Due date 

(for payment of fees)

The deadline for payment as shown on the fee invoice.

Relevant authority

The persons given delegation by the Board of Directors

Domestic student

An Australian citizen, permanent resident of Australia, or New Zealand citizen

International student

A student who is not a domestic student, including students on temporary residence visas

Study period

(a) For award courses, one of the two compulsory teaching periods running between February and June and between July and December and the optional teaching period running between December and February. 

(b) For English language courses, the 12-week module, or if the student studies for less than 12 weeks, it is their completion date. 

Scope

1. Purpose

1.1  To provide clear policy and procedures for the application and administration of fees, charges and refunds for students of Nan Tien Institute. (NTI)

1.2  These procedures are published on the NTI website http://www.nantien.edu.au and in the Nan Tien Institute Student Handbook.

2. Scope

2.1 The policy applies to all students and all fees and charges payable to NTI for tuition and related ancillary services of an academic nature and includes any course fees paid to an education agent to be remitted to NTI. It does not cover:

2.1.1   Accommodation fees;

2.1.2   Travel, if required, for internships and professional experience;

2.1.3   Textbook purchases, and 

2.1.4   Placement and enrolment fees (for English language courses).

Policy Statement

3. General Provisions

Up-to-date information about fees and charges is available to students online on the NTI website (https://www.nantien.edu.au/admissions/fees-and-scholarships). Students are expected to check this website frequently for important information and updates. Invoice payments made by students are allocated to fees and charges in the order of the date on which they fall due, with the earliest fees and charges due being allocated first.

4. Tuition Fees

4.1  Tuition fees are subject to annual review as approved by the Board of Directors of NTI. All fees printed in brochures and other collaterals are indicative and subject to annual increases.

4.2  Tuition fees for domestic students are charged per course/subject and payable by the relevant census date for each course/subject.  

4.3  International students must pay their fees for each semester in advance in accordance with the certificate of enrolment (COE) which provides admission to their course.

4.4  All students will be charged the full amount for repeating subjects. Students who experience difficulty paying their full tuition fees by the due date may be granted permission to pay their fees by instalments.

Systems and Procedures

5. Penalties for Late/Non-Payment

5.1  Any student who has an overdue debt and does not make full payment shall cease to be entitled to any privileges of NTI and NTI may at its discretion:

5.1.1   Cancel enrolment;

5.1.2   Withdraw access to NTI services including classes, email, library, insurance, etc.,and 

5.1.3   Refuse access to official documentation (examination results, graduation, etc.).

5.2  Late payment fees may be charged to students who pay their invoices after the due date as shown on the invoice. A $50 late payment fee will apply to any fees paid after the due date during a study period. A debt collection agency may be engaged to recover long-standing overdue fees.

5.3  A student's enrolment may be discontinued for non-payment of fees. To be reinstated, cancelled students must pay all outstanding amounts, including late fees, and the $50 reinstatement charge.

5.4  Appeals against cancellation and late payment fees must be submitted in writing to the Student Services Office within 20 working days of the notice of penalty.

6. Sundry Charges

The following charges apply and are subject to annual review:

6.1  ID card replacement $10.00;

6.2  Late payment fee $50.00 per semester;

6.3  Reinstatement of enrolment charge $50.00;

6.4  Replacement testamur/certificate of attendance $50.00 (plus postage if required);

6.5  Additional transcripts $10.00 each (plus postage if required;

6.6  Library fines $1.00 per item for each day the item is overdue up to a maximum of $25.00, and 

6.7  Charges for hiring academic regalia $50.00 (if required). 

7. Financial Assistance - Australian Government Assistance(FEE-HELP)

7.1 Domestic students may be eligible to apply for FEE-HELP Loan administered by the Australian government to defer all or part of their tuition fees. For further information, please refer to:

(a) FEE-HELP booklet

(b) www.studyassist.gov.au

7.2  Application for FEE-HELP must be lodged prior to the census date for the course/ subject enrolled. To lodge, please refer to https://ecaf.education.gov.au/home 

8. Refunds for Domestic Students 

8.1  Students will be liable to pay the full tuition fee of any course/subject in which they remain enrolled after the respective census dates. 

8.1.1   NTI will refund prepaid tuition fees to domestic students under the following conditions. The amount of refund to which the student is entitled will be calculated in relation to the time of the withdrawal.

  Date and circumstances of withdrawal Refund entitlement
a. Before census date Domestic students who defer/withdraw from a course/subject or cancelled application Full tuition fee will be refunded. A separate request for a refund is not required.
b. After census date Students who withdraw from a course/subject No refund
c.

Special circumstances (Before two thirds of the study period has elapsed)

Students who defer/withdraw from the enrolment after the census date due to special and unusual circumstances beyond their control for which they are not responsible, and did not make full impact on them before the census date for award courses, or before the course start date for English language students (Refer to Section 13)

On approval, the tuition fee will be refunded less an administrative fee of 20%.
d.

Special circumstances (After two thirds of the study period has elapsed)

If the special circumstances request is made after two thirds of the study period for the course/subject has elapsed

No refund

8.2  To apply for a refund of tuition fees, students must complete a withdrawal form (available on the NTI website http://www.nantien.edu.au or from the Student Services Office) and submit it to the Student Services Office immediately or as soon as the special circumstances become known. 

8.2.1   Any documentary evidence to support the application must be submitted.

8.2.2   Students will be informed on the outcome by the Student Services Office within 20 working days of receiving the application.

8.3  Other Refunds 

 NTI will refund tuition fees paid for a course/subject under the following conditions

Circumstances Refund entitlement
The course/subject is cancelled by NTI    Full refund
Course/subject fails to start on the agreed starting date
  Full refund
The course/subject ceases before the completion of teaching
  Full refund
9. Application for Re-Crediting a FEE-HELP Balance

9.1  In special circumstances students who withdraw from a course/subject of study after the census date or are unable to complete the requirements of a course/subject may apply to have their FEE-HELP balance re-credited on approval of their special circumstances application.

9.2  Students seeking to have their FEE-HELP balance re-credited due to such special circumstances must apply in writing to the Student Services Office within 12 months of the withdrawal date, or, if they have not withdrawn, within 12 months of the end of the period of study in which the course/subject was, or was to be, undertaken. NTI may waive the 12-month deadline if it is satisfied that the application could not have been made within this time limit.

9.3  Applications must be supported by documentary and/or other evidence (e.g. medical certificates). The Student Services Office will notify the applicant of the decision, and the reasons for making the decision, within 28 days of receiving the application.

9.4  Where a request to re-credit a student's FEE-HELP balance for a course/subject of study is granted, the student's FEE-HELP debt for the course/subject of study will be remitted; and NTI will refund the amount of FEE-HELP paid to NTI on behalf of the student for that course/subject.

9.5  Where a request to re-credit a student's FEE-HELP balance is declined, the student will be advised of the opportunity to seek a review of the decision.

10. Refunds for International Students

10.1  Students may apply in writing for a refund of fees paid under the below circumstances. Any refund approved will be paid to the applicant or sponsor in Australian dollar currency, less bank charges and sent to the applicant's home country unless otherwise requested in writing. Enrolment, accommodation placement and airport pick-up fees are not refundable.

  Date and circumstances of withdrawal Refund entitlement
a.

28 days before start of commencement of course/subject

Students who cancel their enrolment in a course more than 28 days before the start of teaching

Full refund of tuition fees
b.

Less than 28 days before the commencement of course/subject

Students who, after accepting an offer of a place, give notice in writing before the commencement of the study period (but less than 28 days before the start of the study period) that they are unable to take up the offer.

Full tuition fees will be refunded less an administrative fee of 20%
c.

After census date 

Students who withdraw from a course/subject after the census date

No refund
d.

Special circumstances (Before two thirds of the study period has elapsed)

Students who defer/withdraw from the enrolment after the census date due to special and unusual circumstances beyond their control for which they are not responsible, and did not make full impact on them before the census date for award courses, or before the course start date for English language students (Refer to Section 13)

On approval 50% of the tuition fees will be refunded less an administration fee of 20%.
e.

Special circumstances (After two thirds of the study period has elapsed)

If the special circumstances request is made after two thirds of the study period for the course/subject has elapsed

No refund
f. Where fraudulent, forged, incorrect or misleading documentation has been presented, and the Institute withdraws the offer of admission No refund
g.

Other categories

I. Students are not permitted to re-enrol due to suspension or exclusion.

II. An offer of a place is withdrawn by NTI

III. Student visa is formally denied

IV. Conditions stipulated in the Letter of Offer cannot be met

Full refund of tuition fees

10.2  To apply for a refund of tuition fees, students must complete a withdrawal form (available on the NTI website http://www.nantien.edu.au or from the Student Services Office) and submit it to the Student Services Office immediately or as soon as the special circumstances become known. Any documentary evidence to support the application must be submitted.

10.3  Students will be informed on the outcome by the Student Services Office within 20 working days of receiving the application.

10.4  Other Refunds

10.4.1   In the unlikely event that NTI is unable to deliver a course/subject in full, the students will be offered a full refund of the cost of the remainder of the course paid. The refund will be paid within 20 working days on which the course ceased to be provided.

10.4.2   As an alternative to receiving a refund, the students may be offered a place in another course/subject, either at NTI or at another CRICOS-registered provider, at no extra cost to them. They then have the right to choose to accept a full refund or to accept a place in another course/subject. If a student accepts in writing the offer of a place in another course/subject, NTI is relieved of its liability to pay a refund.

10.4.3   If NTI is unable to provide a refund or place the students in an alternative course, the Tuition Protection Service (TPS) will place the students in a suitable alternative course at no extra cost. If this is not possible, the students will be eligible for a refund as calculated by the TPS Fund Manager.

10.4.4   If the offer of a place was made based on incorrect or incomplete information supplied by the student, NTI reserves the right to retain 20% of the tuition fee for one study period.

10.4.5   Students with an initial enrolment greater than 3 subjects in the study period, who subsequently reduce their study load to 3 subjects for any reason prior to the census date, will receive a credit of the tuition fees paid in respect of the subjects from which they have withdrawn. The credit shall be used towards future studies at NTI.

10.4.6   NTI will advise the Department of Immigration and Citizenship when an international student has withdrawn from a course, is cancelled for a course and not reinstated, or has no current enrolment with NTI. This policy and the availability of complaints and appeals procedures do not remove the rights of the student to take action under Australia's consumer protection laws (including the ESOS Act 2000).

11. Credit

11.1   Students deferring an offer or who withdraw from course/subjects before the census date for award courses or the course start date for English Language courses will have their unused credit held in their account for 12 months from the commencement of their course or from when they were last enrolled.

11.2   Funds in credit are allocated to future charges unless a request for a refund is approved. Any unused credit held in a student account after the period of 12 months from the commencement of the course or the date on which the student was last enrolled will be forfeited.

12. Special Circumstances to Apply for Refund

12.1  Special circumstances may include medical, compassionate, extenuating or course-related circumstances.

12.1.1   Medical circumstances may include illness or injury, hospitalisation, treatment programs, exacerbation of existing medical conditions or disability, resulting in a student's medical condition changing to such an extent that they are unable to continue studying. The application must be accompanied by an original medical certificate or certified copy.

12.1.2   Compassionate circumstances may include loss or bereavement, such as the death of a family member, immediate relative or close friend, or family relationship breakdown, or hardship or trauma, such as sudden loss of income or employment, significant disruption to domestic arrangements, or being the victim of a crime.

12.1.3   Extenuating circumstances may include substantial unplanned carer's responsibilities to members of their immediate family or household, legal commitments, military service, accident or natural disasters.

12.1.4   Course-related circumstances may include changes made by NTI to the course so the student is disadvantaged by not being able to complete a course/subject in which they had enrolled and not receiving credit towards another subject.

12.1.5   The circumstances did not make its full impact on the student until on, or after, the commencement of the subject, or on or after the relevant census date.

12.2  Supporting documentation of Special Circumstances must be submitted to the Student Services Office with the application in English, or be a certified and signed translation, and must be the original document or a certified copy. All supporting documentation must include the exact dates of the event or circumstance and how this will impact on the student's capacity to study. Submission of fraudulent documentation will be regarded as serious misconduct. The matter may be referred to the Police, ICAC and/or the Department of Immigration and Citizenship.

13 Review of a Refund Decision

13.1   A student who is not satisfied with the decision relating to a refund, may apply for a review.

13.2   Appeals will be considered by the relevant authority as per the NTI Delegations Policy. The student will be advised of the outcome of the appeal by the Student Services Office within 20 working days from the date the application of appeal has been received. 

14. Confidentiality of Information

All staff designated to access information relating to fees applications are obliged to preserve confidentiality in accordance with the NTI 's Privacy Policy, the Code of Conduct and relevant privacy legislation. Records relating to fees applications will be retained and disposed of in accordance with the Records Management Policy.

Version Date Approved Date Effective Approved By Amendment
1 15 Jun 2012 15 Jun 2012 Academic Board
2 12 Apr 2013 12 Apr 2013 Academic Board
3 28 Feb 2014 28 Feb 2014 Academic Board
4 01 Dec 2017 01 Dec 2017 Academic Board