Refund Policy and Procedure
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Refund Policy and Procedure
Purpose
The purpose of this policy is to provide for the appropriate handling of student refunds.
Scope
This policy applies to all students.
Policy
1. General refund information
1.1. Details of Australian Academy of Future Education Pty Ltd T/A Australian College of Future
Education’s refund policy will be made available to the public on the website
1.2. All refund requests must be in writing using the refund request form or via email.
1.3. All refund requests must be considered within three (3) days of application
1.4. Payments of all refunds will be made within seven (7) days of approval of the refund
2. Course cancellation – Australian Academy of Future Education Pty Ltd T/A Australian College of Future Education
2.1. Students will be eligible for a full refund if Australian Academy of Future Education Pty Ltd
T/A Australian College of Future Education cancels the course
2.2. Students will not be required to request the refund, Australian Academy of Future
Education Pty Ltd T/A Australian College of Future Education will process the refund
automatically after receiving students’ bank account details
2.3. If the student is withdrawn from a course by Australian Academy of Future Education Pty
Ltd T/A Australian College of Future Education due to inappropriate behaviour, they will not
be entitled to a refund. These withdrawals must be done within the guidelines as outlined
in the Student Conduct Policy
3. Course Cancellation (prior to course commencement) - Student
3.1. The course commencement date will be the date nominated by the student to commence
their course enrolment form.
3.2. If the student cancels their enrolment more than seven (days) before the course
commences, then they will receive a full refund minus a $250 enrolment fee.
3.3. If the student cancels their course within seven 7 days of the course commencing, then
they will be given a full refund, minus a $250 enrolment fee and a $150 cancellation fee.
3.4. Please note that students who cancel their course after 7 days of enrolment will not be eligible for a refund of the course fee.
4. Course Cancellation (after course commencement) – Student
4.1. The course commencement date will be the date nominated by the student to commence
their course on the enrolment form.
4.2. If the student cancels after the commencement of their course, they will be entitled to apro-rata refund.
4.3. Refunds will be calculated based on the class timetable and the number of units that the
student should have commenced at the time of cancellation.
4.4. Refunds will be calculated using the following formula
4.4.1. Total amount paid – $250 enrolment fee + $150 cancellation fee = potential refund
amount
4.4.2. Potential refund amount ÷ number of units in the course = per unit cost
4.4.3. Potential refund amount – (per unit cost x number of units already commenced) =
final refund amount
5. Special Circumstances
5.1. Australian Academy of Future Education Pty Ltd T/A Australian College of Future Education
does not accept responsibility for changes to a student’s work commitments or personal
circumstances. The following situations are not considered special circumstances
5.1.1. Change in work hours
5.1.2. Inconvenience of travel or travel issues on the day
5.1.3. Family commitments
5.2. Australian Academy of Future Education Pty Ltd T/A Australian College of Future Education
will consider refunds for special circumstances in the following situations
5.2.1. Serious misadventure
5.2.2. Serious Illness
5.2.3. Serious Illness of an immediate family member
5.3. For students to be considered for a refund for special circumstances, the student will be
required to provide evidence of the special circumstances occurring.
6. Enrolment Extensions
6.1. Students must complete the course within the due date. Students who are unable to
complete the course within the due date due to any unforeseen circumstances may seek an
extension by submitting a request form along with the supporting documentation to the
RTO Manager via email at support@acofe.edu.au. The RTO Manager will investigate each
request based upon individual circumstances.
6.2. The request for the extension should be made at least one week before the expiry of the
enrolment.
Procedure
1. Lodgement of refund by student
1.5. Student sends an email to info@acofe.edu.au or completes the “Refund Request Form”,
notifying their request for cancelling the course a refund of fees paid.
1.6. Administration officer at the front desk reviews the course cancellation request and verifies
the eligibility for a refund.
1.7. Administration officer may contact the student regarding the cause of course cancellation.
1.8. Administration officer forwards the email template course cancellation/refund if the
student has requested via email or student can download the Application for Cancellation
and Refund Request form from the College’s website.
2. Calculation of refund amount and paying the refund
2.1. Once received, the Administration Officer verifies the details and forwards the application
to accounts.
2.2. Account department then verifies whether the student is eligible for a refund and
calculates the amount of refund to be paid, based on the ‘Refund Policy.’
2.3. Account department pays the due amount directly to the nominated account details on the
email/ Refund Request Form student. If there is no refund available, account department
notifies the student.
2.4. If the money was originally paid via Credit/Debit card OR bank transfer, note the refund to
be processed via refunding the credit/debit card or transfer to the bank account.
2.5. If the money was originally paid by a company, note the refund will apply as a credit to the
company account or provide a cheque for the refund.
3. Finalising the refund request
3.1. Account department changes the course status to ‘Cancelled’ and unit competency to
either ‘Cancelled’ or ‘Withdrawal’, based on the stage of the progression.
3.2. Account department destroys all the physical records and deletes the student folder
