Refund Policy

Definitions

  • Administration Fee (for Refunds) refer to a fee charged to cover the administrative costs involved in processing a refund request.
  • Agreed Course Package Commencement Date refers to the commencement date of the first course in the course package.
  • CAPSTONE refers to THE BALLARAT ACADEMY PTY LTD, trading as CAPSTONE INSTITUTE OF AUSTRALIA
  • Course means a course of vocational education and training.
  • Course Fees refer to the sum of tuition fees and non-tuition fees.
  • Course Package refers to a sequence of one or more courses listed in the Letter of Offer. If only one course is listed, the course package refers to that single course.
  • Default day means the date used to determine when a refund or other actions may be required. The default day is:
    • If CAPSTONE does not start the Course Package on the Agreed Course Package Commencement Day (and the student hasn’t withdrawn) – then the default day is the Agreed Course Package Commencement Date.
    • If CAPSTONE starts the Course Package, but the student doesn’t start (and hasn’t withdrawn) – the default day is the Agreed Course Package Commencement Date.
    • If CAPSTONE stops delivering the Course Package after it has started but before it finishes – the default day is the day CAPSTONE stops delivering the Course Package.
    • If the student withdraws before or after the Agreed Course Package Commencement Date – the default day is the day the student withdraws.
    • If CAPSTONE refuses to provide, or continue providing, due to student’s unpaid fees, breach of student visa conditions (for overseas students), breach of Written Agreement, breach of CAPSTONE’s policies and procedures or misbehaviour – the default day is the day CAPSTONE refuses to provide, or continue providing, the Course Package.
  • Enrolment Fee means a one-time fee paid at the time of enrolment to cover the administrative costs of processing a student’s application and creating an offer.
  • ESOS agency refers to the regulatory authority responsible for ensuring compliance with the Education Services for Overseas Students (ESOS) Act 2000 and related legislation in Australia. For vocational education and training providers (VET), it is the Australian Skills Quality Authority (ASQA).
  • Materials Fee means a fee charged to cover the cost of materials for a course, such as learner guides, uniforms, toolkits, ingredients for recipes, arts and crafts, software, or equipment used during training.
  • Non-tuition Fees refer to any fees received by CAPSTONE—either directly from a student or intending student, or indirectly from another person on their behalf—that are not related to tuition. These fees may include but are not limited to enrolment fees, materials fees, OSHC fees, accommodation arrangement fees, fees for processing special requests (e.g., credit transfer applications) and other administrative or support services not classified as tuition.
  • Overseas student means a person (whether within or outside Australia) who holds a student visa.
  • Overseas Student Health Cover (OSHC) Fee refers to the fee overseas students pay for health insurance while studying in Australia.
  • PRISMS stands for Provider Registration and International Student Management System. It is an Australian government online system used by registered education providers to manage and report information about overseas students studying in Australia on student visas.
  • Student refers to a person who is currently enrolled or has applied to enrol in a course at CAPSTONE.
  • TPS Director refers to the Director of the Tuition Protection Service (TPS), a role established under the Tuition Protection Service framework within Australia’s Education Services for Overseas Students (ESOS) Act 2000.
  • Tuition Fees refer to fees CAPSTONE receives, directly or indirectly, from student or intending student; or another person who pays the fees on behalf of the student or intending student that are directly related to the provision of a course that the CAPSTONE is providing, or offering to provide, to the student including for lectures, tutorials, tutoring sessions, training, excursions, fieldwork, practicals, assessment simulations that form part of a course.
  • Written Agreement is a formal document entered into between CAPSTONE and the student prior to or at the time of enrolment. For providers delivering courses to overseas students, this agreement is a mandatory requirement under Standard 3 of the National Code 2018. It includes Letter of Offer, and Terms and Conditions.

Refunds of non-tuition fees

  • Enrolment Fee is non-refundable.
  • OSHC (if paid to CAPSTONE) and Materials Fee become non-refundable once the Course Package has commenced.

Refunds – Student Default before Agreed Course Package Commencement Date

EventRefund

Student submits a written request to withdraw from their course package more than 28 calendar days before the Agreed Course Package Commencement Date.

A deferral of the Course Package Commencement Date does not extend the original refund eligibility period.

75% of total tuition fees paid in advance for each and every course in the course package less $300 Administration Fee.

Student submits a written request to withdraw from their course package between 1 and 28 calendar days before the Agreed Package Commencement Date.

A deferral of the commencement date does not extend or alter the original refund eligibility period.

50% of total tuition fees paid in advance for each and every course in the course package less $300 Administration Fee.

An overseas student submits a written request to withdraw from their course package before the Agreed Course Package Commencement Date due to their student visa application refusal.

Official evidence of the student visa application refusal must be provided.

Full refund of course fees paid in advance less $500 or 5% fees paid (whichever is lesser).

 

Refunds – Student Default after Agreed Course Package Commencement Date

EventRefund
Student submits a written request to withdraw from the course package on or after the Agreed Course Package Commencement Date.No refund of any fees paid in advance.
An overseas student submits a written request to withdraw from the course package after the Agreed Course Package Commencement Date due to their student visa application refusal.

Refund of unspent tuition fees less $300 Administration Fee.

Calculation of unspent tuition fees is in accordance with the Education Services for Overseas Students (Calculation of Refund) Specification 2014

Student does not start the course package on the Agreed Course Package Commencement Date and has not previously withdrawnNo refunds of any fees paid in advance.
An overseas student submits a written request to withdraw from the course package due to student visa cancellation.No refunds of any fees paid in advance
CAPSTONE refuses to provide, or continue providing, due to student’s unpaid fees, breach of student visa conditions (for overseas students), breach of the Written Agreement, breach of CAPSTONE’s policies and procedures or misbehaviourNo refunds of any fees paid in advance

 

Refunds – Provider Default

EventRefund
In the unlikely event that CAPSTONE is unable to deliver the Course Package.

CAPSTONE will refund any unspent tuition fees. Alternatively, and only with the student’s written agreement, the student may be placed in a suitable alternative course.

Calculation of unspent tuition fees is in accordance with the Education Services for Overseas Students (Calculation of Refund) Specification 2014

In the unlikely event CAPSTONE is unable to provide a refund or place the student in an alternative package (applicable for overseas students on student visas only)

The Australian Government’s Tuition Protection Service (TPS) will either find a suitable alternative placement or refund the unspent tuition fees.

Calculation of unspent tuition fees is in accordance with the Education Services for Overseas Students (Calculation of Refund) Specification 2014.

 

Role of TPS

The TPS will use an online placement service to give the student all the information they need so they understand their options and can choose an alternative course that best suits them. If a student is unable to find a suitable alternative course, the TPS will refund the tuition fees that have been paid, for the part of the course that they have not yet received.

 

Refund Processing Timeframes

  • In the case of provider default, any refund due will be processed within 14 calendar days from the default day (provider obligation period).
  • In the case of overseas student default due to visa refusal, any refund due will be processed within 4 weeks from the default day (provider obligation period). In this case, CAPSTONE will also provide a notice of discharge of obligations to ESOS agency and TPS director within 7 days after the end of the provider obligation period.
  • In the case of other student defaults, any refund due will be processed and paid within 4 weeks from the date CAPSTONE receives the completed refund application and all required supporting evidence (provider obligation period).

Requesting Refund

Students can request a refund by submitting a singed Application for Refund Form, which is available from CAPSTONE’s Reception (Level 5, 565 George St, Sydney NSW 2000) or by emailing info@capstone.edu.au. The completed application must be accompanied by all relevant supporting evidence.

Appeals

Students have the right to appeal any decision made by the CAPSTONE. Please refer to the Complaints and Appeals Policy.

This written agreement, and the right to make complaints and seek appeals of decisions and actions under various processes, does not affect the rights of the student to take action under the Australian Consumer Law if the Australian Consumer Law applies.