This procedure outlines the administrative processes for determining a students eligibility for a refund and subsequent payment or fee adjustment.

This procedure applies to all VET students, current applicants, or former VET students at Federation University (formerly University of Ballarat), both full fee paying and government supported students.

This policy is in accord with the:

Certificate I - IV Courses

To be eligible for a tuition fee refund a student must complete and sign the withdrawal form which is available from the teacher or program coordinator.

If the enrolment is cancelled prior to, or up to 4 weeks after course commencement the student will be eligible for a full refund. All other fees and charges (materials, ancillary fees) will be refunded at the discretion of the program area. Students are required to discuss a withdrawal or program cancellation with the applicable program area prior to completing the withdrawal form.

Any student who does not officially withdraw in writing from their course within the specified timeframe, and have fees outstanding after the 4 week withdrawal period will continue to be liable for any outstanding tuition and material fees.

If a course is cancelled by Federation University before a student completes the requirements a full refund will apply.

VET Student Loans and VET FEE HELP Registered Courses

For all courses Diploma level and above, a full refund or credit of all tuition fees will be made if the withdrawal application is submitted on, or prior to the census date. All other fees and charges (materials, ancillary fees) will be refunded at the discretion of the Program Area.

If a signed withdrawal form is not submitted prior to census date then the student will not be eligible for a refund or adjustment to their VET Student Loans or VET-FEE HELP debt. If the student withdraws any time after the census date no tuition fee refund is applicable.

If a course is cancelled by Federation University before a student completes the requirements a full refund will apply.

VET Student Loans and VET FEE HELP students withdrawing after the census date, due to exceptional or extenuating circumstances, should refer to the Remission of Debt form which can be obtained from Student Administration.

GSP students or full fee students withdrawing after the 4 week withdrawal date due to exceptional or extenuation circumstances need to provide in writing their justification for a refund along with supporting documentation. Application for special consideration should be addressed to the Manager, VET Financial Operations and will be assessed on a case by case basis.

The University will pay all refunds within 20 University working days of receiving a legible, complete and correct application, including supporting documentation if required.

Refunds will generally be paid via cheque and drawn in the student's name only. If the original payment was made by credit card directly to Federation University Australia then the refund will be paid back on to the credit card the original payment was made. Refund for other fees and charges are calculated at the discretion of the Program Area.

If a refund payment remains un-presented (unclaimed) for a period of no less than six (6) months, the instrument will be cancelled and the University will re-credit the remaining funds to the student's account, less any bank charges. Students will be required to re-apply for the refund

If a student believes the University has not honoured its stated fee refund policy, or not all of the relevant information has been taken into account, the student may appeal the decision through an independent dispute resolution body as advised by the University. The outcome of the appeal will be advised by letter.

If a student makes use of the University's approved dispute resolution procedures in connection with a refund, this does not limit their right to pursue other legal remedies.

The personal legal representative of the Deceased Estate must apply for any excess payments which are to be refunded. The administrators must supply details about who the refund is payable to. The University reserves the right to request official documentation to support any such claims.

Bank charges may be incurred by the recipient of the payment. These charges are imposed by the banking institutions and are deducted from the payment made by the University. The University has no control over such charges and therefore does not bear any responsibility for amounts deducted.

Under banking regulations, if a student had made payment with a credit card any refund must be credited to the original credit card. Federation University Australia will refund to the original credit card if the initial payment was made within the previous 12 months, otherwise the refund will be processed by cheque.

The VET Student Refund Procedure will be communicated throughout Federation University via: