Refunds policy and procedure

Version 1.5 | 10-08-23

The purpose of this policy and procedure is to explain the conditions under which we will refund fees and charges.

We are committed to providing a clear, easy to understand, fair and transparent refund process for students. We will treat all applications for withdrawal or refund in confidence.

Scope

This policy applies to all students.

There are further specific conditions applicable to overseas students on a Student Visa. These conditions meet our obligations under the Education Services for Overseas Students Act 2000 (ESOS Act) and the requirements of Standard 3 of the National Code.

Refunds policy

  1. This policy is available to prospective students prior to an enrolment being finalised and a Student Agreement being signed.
  2. We will not action a request for refund unless the student has completed and submitted the Refund Request Form (see below).
  3. A student may lodge a complaint against a refund decision made by us where the student can reasonably substantiate that our decisions have not been made in accordance with our policies and procedures.
  4. This policy does not remove the right for a student to take further action under Australia’s consumer protection laws should they not agree with a decision made by us.
  5. Non-tuition fees such as application fees and administrative fees are non-refundable.
  6. We are not liable for other external fees that a student has paid to a third-party for goods or services required for a course and therefore refunds of these fees cannot be sought through us in any form.
  7. We reserve the right to take legal action to recover any unpaid fees and to recover all costs of taking this action from the student.
  8. We may vary our refund procedures in consideration of the special circumstances of a student. Special circumstances are determined at the sole discretion of the RTO Manager and these determinations are not reviewable and cannot be appealed. As a guide, the following circumstances may be considered:
    • a previously unknown serious illness or disability prevents a student from commencing or continuing their studies;
    • the death of a close family member of the student (parent, spouse or child, sibling).

Refunds procedures

  1. A student requesting a refund must complete the Refund Request Form.
  2. Any documents supporting the form should be attached to the Refund Request Form. Incomplete forms will not be accepted.
  3. The student is to hand-deliver the completed Refund Request Form to the RTO Manager or email it to admin@paravion.edu.au within 1 business day of the date the student has signed and dated the form.
  4. The RTO Manager will notify the student of the refund decision within five (5) business days of receiving the request form, and send this notification to the email address specified on the submitted Refund Request Form.
  5. If the refund request is approved, the RTO Manager will arrange for payment within ten (10) business days of the refund being approved. Refunds will be deposited to the nominated bank account advised on the Refund Request Form. Refunds will be processed in Australian dollars.
  6. We will not be responsible for bank delays in processing any transfers, and a student applying for a refund should be aware that international transfers may not be received for some days after we have made the transfer.
  7. If the refund is not approved, the RTO Manager will notify the student of the decision and state that the student has the right to appeal the decision in accordance with our Complaints Policy and Appeals Procedure. This notification will be sent to the email address specified in the submitted Refund Request Form.

Refund Request Form

This form is: FORM Refund Request F007 and is available in our online student system.

 

INITIATING CONDITIONS AND GENERAL REFUND PROCEDURES

Applies to all students, however additional procedures for students deferring fees to a VET Student Loan (VSL) also apply and take precedence over this section:

Enrolled student withdraws four (4) or more weeks prior to the commencement date of the course

Pre-paid tuition fees are refunded in full, less an administration fee of $50.00 OR 0.5 % of full tuition fees for the course – whichever is the greater.

Enrolled student withdraws less than four (4) weeks prior to the commencement date of the course

Pre-paid tuition fees are refunded, less an administration fee of $100.00 OR 1 % of full tuition fees for the course – whichever is the greater.

Enrolled student arrives late after the commencement date of their course

No refund is payable for missed tuition.

Student cancels enrolment on or after course commencement date

We charge a cancellation fee of 25% of tuition fees payable for the unused portion of the course, calculated from the date when the Refund Request Form is received by us.

Unused pre-paid tuition fees are refunded, less the cancellation fee (above).

If unused pre-paid tuition fees do not cover the cancellation fee (above) then the student will be charged for the deficit amount and this is payable in full within 14 days of when the Refund Request Form is received by us.

Course enrolment deferred by student

Deferred means to delay the commencement of a course. Prepaid fees are transferred to a new study period / intake as per a revised Student Agreement or Confirmation of Enrolment.

Course enrolment deferred by us

The student has option of transferring prepaid fees to new study period / intake, or pre-paid fees are refunded in full.

Course cancelled by us prior to the commencement of the course

Prepaid tuition fees are refunded in full.

Course cancelled by us after course commencement

Prepaid tuition fees are refunded on a pro-rata basis for the undelivered portion of the course.

We cancel student enrolment after course commencement

i.e. the student has been excluded from study for:

  1. failure to pay an amount he or she is liable to pay;
  2. breaching our student Code of Conduct;
  3. breach of condition of his or her student visa (if they are an overseas student); and/or
  4. any other reason.

We charge a cancellation fee of 25% of tuition fees payable for the unused portion of the course, calculated from the date when the enrolment is cancelled.

Unused prepaid tuition fees are refunded, less the cancellation fee (above).

If unused pre-paid tuition fees do not cover the cancellation fee (above) then the student will be charged for the deficit amount and this is payable in full within 14 days from when the enrolment is cancelled.

ADDITIONAL REFUND CONDITIONS FOR STUDENTS USING A VET STUDENT LOAN (VSL)

These conditions apply over-and-above the general refund procedures (above), where applicable, and take precedence.

Student withdraws or their enrolment is cancelled on or before the census date for a VSL study-period

Tuition fees are not charged for that VSL study-period and therefore no actual refund is relevant or applicable. There are no cancellation or administrative fees applicable.

Student withdraws or their enrolment is cancelled after the census date for a VSL study-period

Tuition fees are charged in full for that VSL study-period and are not refundable and cannot be recredited. Tuition fees cannot be transferred, used or claimed as credit by the student in any form – as per our withdrawal policy. There are no cancellation or administrative fees applicable.

ADDITIONAL REFUNDS CONDITIONS FOR OVERSEAS STUDENTS ON A STUDENT VISA

These conditions apply over-and-above the general refund procedures (above), where applicable, and take precedence.

A Student Visa is cancelled before the course commences

This applies if a student is enrolled by us and we have issued a Confirmation of Enrolment AND the student is subsequently not granted a Student Visa and therefore unable to commence the course (note: the student must provide acceptable documentation with proof of refusal).

Pre-paid tuition fees are refunded in full, less an administration fee of $200.00 AUD.

A student commences the course and then their Student Visa is cancelled

Pre-paid tuition fees are refunded on a pro-rata basis for the period from when the student withdraws from the course until the end of the period that the tuition fees apply, less an administration fee of $200.00 AUD.

No refund whatsoever will be made if a Student Visa is cancelled due to the provision of fraudulent documents or criminal behaviour of any kind by the student.

Student transfers to another provider after 6 months from the commencement date of their course.

Unused pre-paid tuition fees will be refunded, less a cancellation fee equivalent to eight (8) weeks of course fees, calculated from the date of the transfer request.

If unused pre-paid tuition fees do not cover the cancellation fee (above) then the student will be charged for the deficit amount and this is payable in full within 14 days from when the enrolment is cancelled..