Welcome to ICMS
Search:
Handbooks
Refund of Fees Policy - International Students
Student Handbook > Student-Non-Academic Policies & Procedures  >  Financial Policies
Print Version

1.   Purpose

This policy outlines the conditions in which the institution will refund tuition fees paid by, or on behalf of, international students.  

2.   Scope

This policy applies to all international students.

3.   Definitions

International students mean a student who is not a domestic student, and who may hold a student visa and is protected by the ESOS legislative framework.

Domestic students mean Australian citizens, New Zealand citizens, or holders of an Australian permanent visa (holders of all categories of permanent resident visas including humanitarian visas).

Principal Course of study refers to the main course of study to be undertaken by an international student where a student visa has been issued for multiple courses of study. The principal course of study would normally be the final course of study where the international student arrives in Australia with a student visa that covers multiple courses.

Withdrawal Date is the date that appears on the student declaration of the Request for Withdrawal form.

4.   Policy statements

The following refund conditions apply to international students. Conditions vary depending on the stage of application or enrolment in a course as prescribed below.

4.1   Application stage

International students who are unsuccessful in their application to enrol at the institution, and/or international students who have been refused a student visa prior to the commencement of a course are eligible for a refund on their course tuition fees minus the lesser of the following administration fee:

  • 5% of the total course tuition fees paid before the date of refusal notice; or
  • total of $500

The refund application must be submitted within 14 days of receiving the visa rejection notice and the application must include documented evidence of student visa rejection from the Department of Home Affairs. There will be no refund for student visa which is refused due to the provision of fraudulent documents by the students.

4.2  Prior to or during the first study period

International students who withdraw after being admitted to a course are subject to the refund conditions outlined in Table 1 below.  This includes international students who fail to enrol on the prescribed date during Orientation Week, and fail to notify the institution of their intent to either defer or withdraw, prior to Monday of Week 1 of any given study period.

Table 1.

Withdrawal date

Refund amount (excluding packaged students)

Prior to the issuance of student visa

Student withdraws prior to the issuance of student visa

50% refund of tuition fees for the study period

After the issuance of student visa

Before 5:00pm Friday of Week 2

50% refund of tuition fees for the study period

After 5:00pm Friday of Week 2

0% refund of tuition fees for the study period – all fees forfeited

Notwithstanding the prescribed refund conditions, students remain liable for any other outstanding debts owed to the institution.

4.3   Packaged students

Any payments made for a future study period(s) will be refunded to the students, except for packaged students*, who must complete at least six months of their principal course of study with the institution.

* This is subject to management’s discretion, taking into consideration of the withdrawal circumstances including misleading claim or fraudulent documentation.

4.4   Deferral

International students who defer prior to the first day of the start of the study period may be eligible to have 100% of their tuition fees carried forward to the following study period. Students seeking to defer must do so in accordance with the Admissions Policy and Deferral Procedures.

4.5   Second and subsequent study periods

International students who withdraw from a course in their second or any subsequent study periods are subject to the refund conditions outlined in Table 2 below.

Table 2.

Withdrawal date

Refund amount (excluding packaged students)

Before Monday of Week 1

100% refund of tuition fees for the study period  

Before 5:00pm Friday of Week 2

50% refund of tuition fees for the study period

After 5:00pm Friday of Week 2

0% refund of tuition fees for the study period – all fees forfeited

Notwithstanding the prescribed refund amount, students remain liable for any other outstanding debts owed to the institution.

For packaged students please refer to paragraph 4.3 of this policy.

4.6   Extenuating circumstances

After commencement, a refund may be granted in extenuating circumstances beyond the control of the student, making it impracticable for the student to complete the requirements of a subject or a course, the full impact of which occurs on or after the commencement date of the unit of study. Extenuating circumstances include but are not limited to:

  • serious health issues;
  • death of the student or a close family member (parent, sibling, spouse or child); or
  • major political, civil or natural disaster in the home country causing prolonged absence.

4.7   Unavailable courses - Tuition Protection Service (TPS)

In the unlikely event that the education provider is unable to deliver a course that the student has paid for and does not meet the obligations to either offer the student an alternative course that the student accepts or pays a refund of unspent tuition fees, the TPS will assist students in finding an alternative course with another education provider or to get a refund if a suitable alternative is not found.

For further information please refer to the website: https://tps.gov.au

4.8   Refund process

Requests for refunds will only be considered once the completed Request for Withdrawal form and the Refund Payment Details form has been approved by the Student Services department. Refunds may take up to 28 days to be processed from the time the completed forms are received by Student Services. 

4.9   No refunds

International students who are suspended or had their enrolment cancelled due to misconduct, will not be eligible for a refund on tuition fees. However, international students with an ongoing allegation of misconduct or found in breach of the College’s policies from a previous study period will be eligible for a full refund of fees paid for future study period(s) if the outcome of the investigation is proven after the commencement of the consecutive study period.

4.10   International students who hold a Permanent Visa (non-humanitarian sub-class)

An international student who after commencing studies but before census date for that study period, receives approval from the Department of Home Affairs to change their visa status to a permanent visa (non-humanitarian sub-class), will be entitled to a refund for either the difference in fees or a full refund if they have been approved for a FEE-HELP loan.

5.   Complaints and appeals

If a student is dissatisfied with a decision, they may lodge a complaint in accordance with the Complaints and Appeals Policy and Complaints and Appeals Procedures

6.   Roles and responsibilities

Policy owner is the Vice-President Finance.

Executive Management Group (EMG) has overall responsibility for implementation of the policy in liaison with the policy owner.

 

Approved by the Board of Directors on 4 June 2018.