Charges, Fee Protection and Refunds

Student Support · Policy

Charges, Fee Protection & Refunds

Australian Training Academy — Di Pacci Coffee Company, RTO 45805. Compliant with the Standards for Registered Training Organisations (RTOs) 2015, clauses 5.3 and 7.3.

Preamble

The Di Pacci Coffee Company, RTO 45805, employs financial management strategies to ensure it has sufficient funds to fulfil its training and assessment commitments. Di Pacci Coffee Company provides clients with clear and accurate information relating to fees and refunds prior to their enrolment in a training program.

Purpose

This policy covers the areas of Fees, Fee Protection and Refunds. It ensures compliance with Standards 7 (7.3) and 5 (5.3) of the Standards for Registered Training Organisations (RTOs) 2015. The clauses are as follows:

Clause 5.3 — Where the RTO collects fees from the individual learner, either directly or through a third party, the RTO provides or directs the learner to information prior to enrolment or the commencement of training and assessment, whichever comes first, specifying:
  • all relevant fee information, including fees that must be paid to the RTO, and payment terms and conditions including deposits and refunds;
  • the learner's rights as a consumer, including any statutory cooling-off period, if one applies;
  • the learner's right to obtain a refund for services not provided by the RTO if the arrangement is terminated early, or the RTO fails to provide the agreed services.
Clause 7.3 — Where the RTO requires a prospective or current learner to prepay fees in excess of a total of $1,500 (the threshold prepaid fee amount), the RTO must meet the requirements set out in the Requirements for Fee Protection in Schedule 6 of the Standards for RTOs 2015.

Definitions

Educational and support services

May include, but are not limited to:

  • pre-enrolment materials;
  • study support and study skills programs;
  • language, literacy and numeracy (LLN) programs or referrals to these programs;
  • equipment, resources and/or programs to increase access for learners with disabilities and other learners in accordance with access and equity;
  • learning resource centres;
  • mediation services or referrals to these services;
  • flexible scheduling and delivery of training and assessment;
  • counselling services or referrals to these services;
  • information and communications technology (ICT) support;
  • learning materials in alternative formats (for example, large print);
  • learning and assessment programs contextualised to the workplace; and
  • any other services the RTO considers necessary to support learners to achieve competency.

Client

A learner, enterprise or organisation that uses or purchases the services provided by an RTO.

Services

Training, assessment, related educational and support services and/or any activities related to the recruitment of prospective learners. It does not include services such as student counselling, mediation or ICT support.

Third-party

Any party that provides services on behalf of the RTO, but does not include a contract of employment between an RTO and its employee.

Record

A written, printed or electronic document providing evidence that activities have been performed.

Learner

A person being trained and/or assessed by the RTO for the purpose of issuing AQF certification documentation.

Principles

The enrolment form and pre-assessment brief for individual participants — or the quotation and proposal for a business — is the agreement to be signed. In that agreement there is a declaration of the fees, and that the terms and conditions of enrolment have been read and accepted. Participants or the business client are required to sign acceptance of the terms and conditions. This may take the form of:

  • paper-based signing on the enrolment form or quotation and proposal; or
  • acknowledged acceptance of the terms and conditions in the website enrolment process.

The Company reserves the right to change its policy regarding pricing, fees and refunds with due notice to customers. The Chief Executive Officer or his/her designated officer has overall responsibility for financial management.

The Di Pacci Coffee Company follows sound financial management practices to safeguard client fees paid in advance. These may include:

  • a budget for each training program;
  • establishment of a separate bank account for fees received;
  • maintenance of a separate ledger for fees received;
  • accurate and up-to-date financial records;
  • regular monitoring of its financial position;
  • sufficient funds to cover expenses for each training program, held in a deposit or trust account.

Clients are made aware that The Di Pacci Coffee Company employs financial management strategies to protect fees paid in advance, communicated through:

  • course information material;
  • the Code of Practice;
  • the Di Pacci Coffee Company website.

The Di Pacci Coffee Company also provides clients with accurate and up-to-date information regarding all fees and charges, and information relating to refunds, prior to their enrolment in a training program.

Fee Policy

The Di Pacci Coffee Company must provide and make clear all relevant fee information — including payment terms and conditions, deposits and refunds, and the learner's rights as a consumer to obtain a refund for services not provided — prior to enrolment or commencement of training or assessment, whichever is earliest.

Fee information must include:

  • all fees payable to the RTO, clearly describing all costs involved with the course;
  • how and when fees must be paid;
  • how to request a refund;
  • the conditions under which a refund would be provided;
  • any debt that may be incurred;
  • any associated fees, indexation or interest.
Courses under $1,500

Successful applicants must make full payment at the time of booking to secure their place. The full payment includes a 50% non-refundable deposit based on the course fee.

Requests for rescheduling are only accepted if made more than 7 days prior to the course commencement date, and upon payment of a 50% administration fee based on the course fee.

Courses over $1,500 — fee protection

The Di Pacci Coffee Company shall meet its learner fee-protection obligations by one of the following means:

  1. The RTO holds an unconditional financial guarantee from a bank operating in Australia, where the guarantee is for an amount no less than the total prepaid fees held in excess of the threshold amount for each learner, and all establishment and ongoing maintenance costs of the guarantee are met by the RTO; or
  2. The RTO holds current membership of a Tuition Assurance Scheme approved by its VET Regulator, which ensures continued provision (or refund) of services if the RTO is unable to provide services for which the learner has prepaid.

Refunds

Refunds are provided in accordance with the conditions set out in this policy and the terms accepted at enrolment. To request a refund, clients should contact the RTO in writing.

Questions about fees or refunds? Contact us or call (02) 9758 0760. See also our Student Handbook and Complaints & Appeals policy.