Refund Policy for Full Fee Paying International Students in Australia

Document Number000770
Date Approved25 November 2002
Date Last Amended2 July 2013
  

1.      Application of Policy

This policy applies to all candidates applying for admission with effect from June 2001; and to all international applicants offered places with effect from June 2001.

2.      Undergraduate, Postgraduate, Study Abroad and International Foundation Programs

2.1.     Full Refund of Tuition Fees

(Payable within two weeks of request, or program start date, whichever first occurs)
The University will make a full refund of tuition fees, in the following circumstances:

  1. Application for a student visa is unsuccessful; or
  2. Applicant is unable to satisfy prescribed conditions stipulated in the Offer Conditions.

In the case of ii. the University reserves the right to retain an administration charge of A$500 and where applicable, any agent’s fee, if the applicant has provided incomplete or incorrect information.

2.2.     Partial Refund of Tuition Fees

(Payable within four weeks of receipt of notice of withdrawal)
The University may make a partial refund of tuition fees in the following circumstances:

  1. If written notice of withdrawal is received from a candidate at least 28 days prior to the commencement of the term, all fees are refundable, less an administration charge of A$500 and where applicable, any agent’s fee; or
  2. If written notice of withdrawal is received from a candidate less than 28 days prior to the commencement of the term, or within 28 days after the commencement of the term, all fees are refundable less an amount of A$3,000.

2.3.     No Fee Refund

If a student withdraws from a program or course after the fourth teaching week of any term, the University will not refund any of the fees paid for that program or course for that term.

2.4.     Procedure for Application for Refund

A student who wishes to apply for a Refund of tuition fees in accordance with this Refund Policy should do so on the form for this purpose, available here: http://www.newcastle.edu.au/service/fees/refund-international-deposit.html

The completed form, with relevant supporting documentation e.g. embassy VISA denial, should be faxed to 4921 6937 or emailed to: fees@newcastle.edu.au 

2.5.     Remittance of Refund

All refunds for which a student is eligible will be forwarded to the student in his or her home country, unless the student is transferring to another institution in Australia (subject to Visa conditions), in which case any refund may be remitted to that institution.

The University will provide the student with a statement detailing the calculation of the refund.

2.6.     Dispute Resolution Procedure

A student may lodge an appeal with the University Review Officer, if there is disagreement with the way the University has calculated the refund.

The appeal must be in writing and addressed to the University Review Officer:

Deputy Vice-Chancellor (Academic)

c/o fees@newcastle.edu.au

If assistance preparing an appeal is required, the Dean of Students may be contacted at the following email: dean-of-students@newcastle.edu.au

Once an appeal has been received by the University, an official acknowledgement of receipt will be sent to the student.

A student who has lodged an appeal will be notified in writing of the University Review Officer's decision and the reasons for making the decision. The University Review Officer may confirm the original decision, vary the decision, or set the decision aside and substitute a new decision.

This internal appeal procedure does not limit a student's right to seek other legal remedies outside the University.

3.      ELICOS

3.1.     Full Refund of Tuition Fees

(Payable within two weeks of request or course* start date, whichever first occurs)
The University will make a full refund of tuition fees in the following circumstances:

  1. Application for a student visa is unsuccessful;
  2. The University is unable to provide the tuition for which the offer has been made;
  3. An offer of a place is withdrawn by the University; and
  4. Applicant is unable to satisfy prescribed conditions stipulated in the Offer Conditions.

In the case of either iii. or iv., the University reserves the right to retain an administration charge of A$500 and where applicable, any agent’s fee, if the applicant has provided incomplete or incorrect information.

3.2.     Partial Refund of Tuition Fees

(Payable within four weeks of receipt of notice of withdrawal)
The University may make a partial refund of tuition fees in the following circumstances:

  1. If written notice of withdrawal is received from a candidate at least 28 days prior to the commencement of a course* all fees are refundable, less an administration charge of A$500 and where applicable, any agent’s fee; or
  2. If written notice of withdrawal is received from a candidate less than 28 days prior to the commencement of a course* all fees are refundable, less an administration charge of A$750 and where applicable, any agent’s fee; or
  3. If the University is unable to offer a specific element of a course* after the student arrives owing to insufficient numbers enrolled, a pro-rata refund will be made; or
  4. If a student passes the English for Academic Purposes course* earlier than the length of period for which the student initially enrolled, a pro-rata refund will be made.

3.3.     No Fee Refund

The University will not refund tuition fees if written notification of withdrawal from a course* is received after the commencement of the course*. This includes instances where a student may, prior to completion of a course*, sit for an IELTS test, and be successful.

*For ELICOS, a “course” is the period for which tuition has been pre-paid.

3.4.     Procedure for Application for Refund

A student who wishes to apply for a Refund of tuition fees in accordance with this Refund Policy should do so on the form for this purpose, available here: http://www.newcastle.edu.au/service/fees/refund-international-deposit.html

The completed form, with relevant supporting documentation e.g. embassy VISA denial, should be faxed to 4921 6937 or emailed to: fees@newcastle.edu.au

3.5.     Remittance of Refund

All refunds for which a student is eligible will be forwarded to the student in his or her home country, unless the student is transferring to another institution in Australia (subject to Visa conditions), in which case any refund may be remitted to that institution.

The University will provide the student with a statement detailing the calculation of the refund.

3.6.     Dispute Resolution Procedure

A student may lodge an appeal with the University Review Officer, if there is disagreement with the way the University has calculated the refund.

The appeal must be in writing and addressed to the University Review Officer:

Deputy Vice-Chancellor (Academic)

c/o fees@newcastle.edu.au

If assistance preparing an appeal is required, the Dean of Students may be contacted at the following email: dean-of-students@newcastle.edu.au

Once an appeal has been received by the University, an official acknowledgement of receipt will be sent to the student.

A student who has lodged an appeal will be notified in writing of the University Review Officer's decision and the reasons for making the decision. The University Review Officer may confirm the original decision, vary the decision, or set the decision aside and substitute a new decision.

This internal appeal procedure does not limit a student's right to seek other legal remedies outside the University.

Approval AuthorityVice-Chancellor
Date Approved25 November 2002
Date Last Amended2 July 2013
Date for Review2 July 2016
Policy SponsorDeputy Vice-Chancellor (Academic)
Policy OwnerAcademic Registrar
Policy ContactDeputy Academic Registrar, Student Administration
Amendment History

Amendments with changes to contacts, refund form details, Policy Sponsor and Dispute Resolution Procedure in Clauses 2.6 and 3.6 to reflect the responsibilities of the Deputy Vice-Chancellor (Academic) and the Dean of Students, approved Deputy Vice-Chancellor (Academic) 2 July 2013.

Minor amendment to email contact for Revenue 10 May 2012.

Minor amendment to email contact for Dean of Students 27 April 2012.

Amendment Clause 1.1 approved by President Academic Senate under delegated authority 31 July 2006.

Terminology amended to reflect changes in the University structure, made under the authority of the Vice-Chancellor, 1 February 2006, 5 May 2006.

Approved Academic Senate: 25 November 2002.