Our Commitment
Fee Administration
and Refund
Policy and Procedure
RTO Code: 46483 | ABN: 596 745 263 75
Phone: 0490 522 838
Address: 18–20 Greenfield Parade, Bankstown NSW 2200
Email: info@academus.edu.au | www.academus.edu.au
Last Updated: 07/2026
- National Vocational Education and Training Regulator (Outcome Standards for NVR Registered Training Organisations) Instrument 2025 – Standard 2.1
- National Vocational Education and Training Regulator (Compliance Standards for NVR Registered Training Organisations and Fit and Proper Person Requirements) Instrument 2025 – Clause 18: Prepaid fee protection measures
Academus Training Institute is committed to ensuring all fees, charges and refunds are administered in a fair, transparent and compliant manner in accordance with:
- The Outcome Standards for NVR RTOs 2025
- The Compliance Standards 2025 (Clause 18 Prepaid Fee Protection)
- Australian Consumer Law
- VET Data Policy 2025
- Standards for RTOs 2025 – Student Protection and Information Requirements
This policy ensures that:
- All students receive clear, accurate, and timely fee information prior to enrolment.
- Fee charging practices are fair, consistent, and transparent.
- Refunds are managed in a fair and reasonable manner.
- Prepaid fees are protected under approved mechanisms.
The purpose of this policy is to clearly outline how Academus Training Institute administers fees, manages student withdrawals, and processes refunds.
Academus Training Institute implements fair, transparent, and reasonable fee and refund processes and ensures:
Academus Training Institute will ensure that all prospective students and employers receive full and accurate fee information before enrolment. Fee information will include:
- Total course fees (including tuition and non-tuition fees)
- Payment terms and due dates
- Refund conditions
- Additional costs (if applicable)
- Prepaid fee protection arrangements
- Administration fee
The Fee Administration and Refund Policy will be publicly available on the ATI website and through Student Services.
Academus Training Institute will:
- Charge fees in accordance with the approved Schedule of Fees and Charges.
- Require full payment prior to course commencement, unless otherwise agreed in writing.
- Confirm enrolment only after payment has been received and cleared.
- Cancel enrolment or refuse commencement where payment is not made as required.
- Issue receipts for all payments made by students.
- Maintain accurate records of all fees, payments, and refunds.
- Provide clear information regarding: course fees, payment terms, and refund conditions.
- Use all fees collected solely for the delivery of training and assessment services.
Academus Training Institute ensures that:
- All refund requests must be submitted in writing (email or formal letter).
- Verbal cancellation or refund requests will not be accepted.
- Upon receiving a cancellation request, ATI may offer a transfer to another course date, or alternative options before proceeding with cancellation.
- A Fee Refund Request Form must be completed where applicable.
Full payment is required in advance. A 30% non-refundable administration fee applies.
No refund if:
Full payment is required in advance.
No refund if:
- CEO ensures compliance with this policy.
- Student Services processes and manages refunds.
- CEO is responsible for continuous improvement relating to fees and refund processes.
- All staff must comply with this policy and receive regular training.
- Refund trends and issues are recorded in the Continuous Improvement Register.
Refund Notice Requirement: A minimum of 21 calendar days before the scheduled first day of training (written notice required).
| Refund Type | Description | Notification Requirements | Non-Refundable Fee | Refund Outcome |
|---|---|---|---|---|
| Security Course Cancellation (CPP20218) | Cancellation prior to course commencement | Written notice ≥ 21 days before start | 30% administration fee | Refund of remaining course fee |
| Security Course Cancellation (Late) | Cancellation within 21 days OR booking made within 21 days of start date | Less than 21 days notice | Full course fee retained | No refund |
| Security Course – After Commencement | Withdrawal after course start OR pre-learning issued | Not applicable | Full course fee retained | No refund |
| Short Course Cancellation (First Aid / CPR / RSA / Food Safety) | Cancellation prior to course commencement | Written notice ≥ 21 days before start | Not applicable | Full refund |
| Short Course Cancellation (Late) | Cancellation within 21 days OR booking made within 21 days | Less than 21 days notice | Full course fee retained | No refund |
| Short Course – Non-Attendance / Misconduct / Late Arrival | Student fails to attend, arrives late, or is removed from course | Not applicable | Full course fee retained | No refund |
| All Courses – After Commencement | Student withdraws after training has commenced | Not applicable | Full course fee retained | No refund |
| Course Cancelled by ATI | ATI cancels course for any reason | Not required | Not applicable | Full refund |
| Partial Completion (ATI Cancellation) | Course cancelled after partial delivery | Not required | Not applicable | Partial refund OR Statement of Attainment |
- Record the payment immediately
- Issue a receipt to the student in person
- Email a digital copy of the receipt to the student
- Payment is processed via ATI's payment system
- A system-generated receipt is emailed to the student
- Record the payment in the Student Management System (SMS)
- Confirm that payment has been successfully processed
- Enrolment is only confirmed once payment is received and cleared
- Notify the student of their enrolment status in accordance with the Enrolment Policy and Procedure
Evidence Required: Receipt issued · Payment record in SMS · Communication log · Verification of payer identity (if third-party)
Student enquires about the refund process OR submits a request via: email, Refund Request Form, or Withdrawal from Training Form (if applicable).
All requests must be submitted in writing. Verbal requests will not be accepted.
After receiving the request, Student Services must contact the student and discuss alternative options (transfer to another course date, deferral or rescheduling) and explain refund conditions clearly.
Provide the student with relevant documents if required: Withdrawal from Training Form, Refund Request Form, Complaints and Appeals Policy, and Fee and Refund Policy.
Assess the refund request to ensure: request is in writing, course type is identified (Security / Short Course), date of cancellation is confirmed, and course commencement status is confirmed.
Update the Refund Register with: student name, course, request date, reason, and status.
Check refund eligibility strictly based on policy:
- ≥ 21 days before commencement → Refund (minus 30% administration fee)
- < 21 days → No refund
- After commencement → No refund
- If pre-learning issued → No refund
- ≥ 21 days before commencement → Full refund
- < 21 days → No refund
- After commencement → No refund
- Student fails to attend
- Student arrives late and cannot participate
- Student withdraws after commencement
- Student is assessed as Not Yet Competent
- Student is removed due to misconduct
Confirm refund calculation in line with policy.
Email the student with: explanation of outcome, reference to relevant policy conditions, and advice on Complaints and Appeals process.
Email the student confirming: refund approval, amount to be refunded, refund method (same as original payment method), and any outstanding requirements.
Ensure all requirements are completed: written refund request received, refund conditions met, and applicable cancellation fees applied.
Process refund using the original payment method: Card → same card | Bank transfer → nominated account | Cash → cash (if applicable).
Issue refund confirmation/receipt via email. File all documents in the student record.
- Update the Refund Register and close the request.
- Record any issues or trends for continuous improvement.
| Date | Summary of Modifications | Modified By | Version | Date of Implementation | Next Review Date |
|---|---|---|---|---|---|
| 01/02/2025 | Document creation | 360 RTO | v. 1.0 | 01/02/2025 | 01/02/2026 |
| 01/07/2026 | Updated non-refundable administration fee | CEO | v. 1.1 | 01/07/2026 | 01/07/2027 |